To create an invoice for a booking, please follow the steps below:
1. Go to Bookings, and select List All Booking from the drop-down options.
After selecting List All Bookings, a screen will appear listing all of your current bookings.
2. Press the Search tab to specify the appropriate search criteria.
You can enter any of the following parameters to narrow down the list of bookings
- Booking ID
- Customer (Customer ID, Name and Campany)
- Booking Item
- Vehicle (Vehicle ID, Make and Model)
- Registration Number
- Booking Status
- Appointment From
- Appointment To
3. Press the Search button when you're ready to proceed.
4. Once found, select the downward arrow icon in the row and then choose 1 Click Invoice from its drop-down options.
1 Click Invoice is not available in Pending status, unless you accept the booking first.
1 Click Invoice is not available in Cancelled and Fraud status either, unless you update the booking status to Current Job or Complete.
A new invoice will be created in Draft status and then you will be redirected to the invoice page.
As you can see, the customer details, booking services and prices have been added to the invoice.
5. Update the amount for each line item if you wish, and then apply VAT/Tax (if applicable).
If you wish to add a new line item to the invoice, press the + Add Line button and then enter item name, description (optional) and amount.
If you wish to customise any of the invoice options, you can do so via the tabs located at the top of the invoice.
Available management features are listed below:
- Summary - this is a default tab and you can find the invoice summary here.
- Add Payment - allows you to manually add a payment to the invoice.
- Options - from here you can edit Invoice Date, Due Date, Payment Method, Tax/VAT Rate, Invoice Number and status.
- Credit - here you can apply customer's credit to the invoice. You can also remove customer's credit from the invoice as well.
- Refund - allows you to apply for a refund.
- Notes - here you can add notes/message to the invoice, e.g. Thanks for your business!
Please Note: the system won't allow you to add a payment to an invoice that is in Draft status. You must first publish the draft invoice before applying any payment.
You can just press the Save Changes button and navigate away from the invoice at any time during this process and return to it later. But, we assume that you want to complete and publish it.
Publishing an Invoice
6. To publish an invoice, press the Publish button located to the top right of the invoice creation screen. Two publish options are available:
- Publish - pressing this button converts the invoice from Draft to Unpaid status.
- Publish and Send - pressing this button converts the invoice from Draft to Unpaid status and also allows you to email the invoice (as a PDF attachment) to the customer.
If you want to view, print or download the invoice, their buttons are located to the top right of the invoice creation screen.
That's it!
If you have any issues, please feel free to contact our Support Team.
How to convert a quote into an invoice