Once your client has approved the quote or it is time for billing, the quote can be converted into an invoice for payment. Once converted, it will have an invoice number and can have a payment receipted to it. If you use the client portal, an Invoice is visible to clients, a Quote is not.
Tip: Before converting a quote into an invoice, check for accuracy.
Note: You may choose not to email the client an Invoice, such as when you are making an adjustment that does not impact the price.
How do I Convert a Quote to an Invoice and Email to a Client (Optional)?
Navigation: Clients > access a client's account > Orders & Invoices
- Click the blue word "Quote" to view the quote.
- Click "Create Invoice" in the left-side navigation panel.
- Check your Invoice Settings and Email Options (see the below explanations).
- Toggle "Send Email to Client" ON, to send email. Toggle OFF to only create the Invoice.
- If Emailing, adjust these Options:
- Toggle "Attach Account Summary PDF" ON to include the Account Summary which lists all outstanding invoices due on a client's account and a total balance due.
- Select the Email Template.
- Click "Create Invoice."
- If you did not toggle "Send Email to Client" ON, the Invoice is created and viewable in the Client Portal.
- If you did toggle "Send Email to Client" ON:
- An email with the Invoice PDF (and Account Summary PDF if selected) is sent. It is CC'd to Spouse / Alternative Contact and Emergency Contact 1 IF email addresses were added and if "Copy Emails to this Address" is toggled ON.
- The invoice date is set to today's date and the due date is calculated according to the Invoice Type on the Client's Settings page.
- A copy is sent to your Admin email if "Do Not CC Invoices to Company" in "Invoice Options" is toggled OFF.
There are several options you can choose when creating an invoice, with an explanation as follows:
Invoice & Email Settings
On the Create Invoice screen, use these options to control how your invoices are created.
- All Services: Generally, an invoice includes all services in a service order. For example, all September dog walks are on one service order, then they all go on one Invoice.
- Invoice Up To And Including: This selects services in a Service Order up to and including the date selected to put into an Invoice. For example, all September dog walks are on one service order, but you only want to invoice your client for September 1-15 now, and then invoice September 16-30 at the end of month. When you use this option you end up with more than one Invoice per Service Order.
Invoice Date (First Sent):
This auto fills to today's date, or select the date you first sent the invoice to the client. This date is displayed on the Unpaid Invoices Report to help with Accounts Receivable.
This date is auto-generated with you use Invoice Type, you can override it or select the date you want the invoice to be due. This date is displayed on the invoice screen and account summary as well as the client portal and the Unpaid Invoices report.
Automatic Payment Options:
Take Payment if Applicable:
The option to "Take Payment if Applicable" is visible if:
- you have "Enable Auto Billing" checked in Admin > Settings > Invoicing AND
- at least one of your client's Payment Processor is set to "Stripe" AND
- at least one of your clients has registered a valid payment card AND
- "Allow automatic payment" is checked on the client's Payment Processors in the Portal.
NOTE: If you check this box, the system will attempt to take payment from the client's card(s). If, for any reason, the card payment cannot be processed, e.g. there are insufficient funds in the account, then the invoice is created, but not emailed to the client. If the payment is processed, the client received the email and the Invoice is marked "Paid."
Send Email To Client:
Toggle ON to email the Invoice to the Main Contact Email Address in the client record.
Attach Account Summary PDF:
Toggle ON to email an Account Summary to the client with their invoice. The Account Summary shows all outstanding invoices (if applicable) and total balance due on the account.
Select the appropriate email template from the dropdown.
The default Email subject is "Invoice," or you can edit it. See Email Subject Settings.
The system will display the body of the email for the Email template selected. You can edit it - this will not affect the template itself.
Below is an example of the email a client receives with their invoice and account summary PDFs attached.
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