If you don't take payment automatically when you create invoices in bulk, you can save time and administrative work by taking payments for unpaid invoices from the Unpaid Invoices Report for clients who have a payment card on file and have checked "Allow Automatic Payment." These clients are indicated by a green "S" alongside their invoice amount.
More About Outstanding Invoices
Outstanding Invoices (Accounts Receivable) are easily viewed via the Unpaid Invoices Report where you can view and filter all invoices with a balance due. Use the Unpaid Invoices report to:
- List all outstanding invoices.
- Take Payment from clients with a payment card on file.
- Enter "Payment in Full" Receipts, one at a time or in bulk which are emailed to the client.
- List debts for a particular service type (such as dog walking or daycare).
- Re-send Invoice payment reminder emails.
Tip: You can sort this report by clicking any Column Name in the Header Row, click again to sort it in reverse. When taking payments, sort by the Stripe Icon in the header to group clients together.
How Do I Take Payments from the Unpaid Invoices Report?
Navigation: Invoicing > Unpaid Invoices
- To view Invoices by one Invoice Type, select the appropriate Invoice Type from the first drop down list. To view All Invoices leave the default setting of "All Invoice Types."
- Select a date. All debts where the due date of the invoice is on or before the date selected.
- Sort the report by clients with a Payment Card on file by clicking the Stripe Icon in the header.
- Select the checkbox in front of clients with a credit card icon indicating Payment can be taken.
- Click "Take Payment With Stripe."
- To send them an email, check "Send Email."
- Choose “Invoice Template 3 Paid CC” email template from the dropdown.
- Click "Take Payment With Stripe" at the top of the page.
- An email is sent to each client selected with a copy of the invoice and account summary attached.
The Unpaid Invoices Report Explained:
- #: Invoice number. Click on the invoice number to access the invoice screen. To return to this report, click "Back" button.
- Client: Client's Last Name, First Name. Click client name to access Client Record. To return to this report, click "Back" button.
- Ref: Schedule Ref for this client.
- Start: Service start date for the Invoice.
- Last Sent: Date invoice was last sent to client. Use it to determine when to send it again.
- Due: Invoice due date, based on the Invoice Type for this Invoice.
- Ageing: Number of days until the due date. If the number is positive (10), the invoice is 10 days overdue. If the number is negative (-10), the invoice will be due in 10 days.
- Total: Total amount of the invoice before any payments were made.
- Tips: Amount of Tip added to the invoice using Stripe via the Portal.
- Invoice Type: Invoice Type associated with the invoice which determines the Due Date. Refer to Invoice Types for more information.
- Credit Card Image: If an "S" in a green box appears in this column, the client has a payment method on file. For these clients, you can take payment via this report.
- Overdue: Amount of the invoice that is still due, after any payments have been deducted.
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