📝 Overview

The Invoicing feature allows providers to create and send invoices for miscellaneous items directly to clients. This makes it easy to bill for ad-hoc or one-off charges without needing to create a full product or program. Invoiced orders behave like other order types, but with the added flexibility of sending a payment request for the client to complete later.

Benefits of Invoicing

Collect payments for anything – Quickly invoice families for private lessons, costume fees, parties, or other one-off items without setting up a new activity. Also, invoice 3rd party partners like schools or corporations.
Simplify how families pay – Send a payment link that’s easy for families to complete online — no more chasing checks or manual reminders.
See what’s outstanding at a glance – Track unpaid invoices and stay on top of cash flow with clear reporting.
Save administrative time – Automatic payment notifications and printable invoices reduce back-and-forth and simplify record-keeping.

⚠️ The following provider roles can create, edit, cancel, and manage invoiced orders:

Owner
Admin
Front Desk
Accountant
Scheduler
Instructor

All other roles have view-only access to invoiced orders.

🧾 Creating an Invoiced Order

Click here to learn how to create an invoice

In the left hand navigation menu choose Contacts and then select Client List. Select the Client you wish to create an invoice for.
From the client’s profile page, select the Charge Client button at the top right of the screen.
Choose Send Payment Request
You’ll see two options:
- Quick Charge - this charges the customer immediately
- Send Payment Request - this give the customer the option to pay later
Select Send Payment Request to begin creating the invoice.
Add your invoice details
On the Create New Order page, enter the following:
- Item Description
- Price
- Quantity
- Add as many items as needed
- Optional Notes - these are visible to the customer
- Due Date - required for every invoice
Now you can send the invoice by selecting click Send Payment Request on the right hand side of the screen.
Once sent, you’ll see a confirmation message, and then you can select "Got It' or the "X" button to close the dialog box. The customer will receive an email that will prompt them to review and pay for their invoice.

📋 Viewing Invoiced Orders

Click here to learn how to view invoice orders

In the left hand navigation menu choose Financials and then select Orders.
Orders sent as invoices are labeled “Sent via Payment Request” so you can easily identify them.
Click any order to view full order details.

🛠️ Managing Existing Invoiced Orders

Click here to learn how to mark an invoice as paid

You may need to mark an invoice as paid if a payment was taken offline, for example.

Open up the order that was paid for.
Scroll down to the Payment Activity section
Select "Mark as Paid"

Click here to learn how to cancel an order

Open the order that needs to be canceled
At the top right of the screen, select "Cancel Order"

Click here to learn how to add internal notes

If you need to add notes that only your team can view. You can do so by following these steps.

Open the order that you intend to add notes to.
Scroll down to the notes section, then select "+ Add Internal Notes".
A dialog box will open. You can add any necessary notes, and the select the "Save" button.
You can know view the internal note you save or add more.

Click here to learn how to print an order

Open up the order you intend to print.
Near the top left of the screen, select "Printable Receipt".
A PDF will open and you can print copies of the invoice. It includes the Payment Due Date for an extra layer of clarity for the customer.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.