How do I generate and send invoices?
Firstly, are you ready to generate invoices?
Make sure you have successfully created your classes & lessons and attached students to them. Also, it is important that you have filled in your discount table (if necessary), activated your payment methods and added your logo in the company settings.
Alternatively, if you are generating invoices for products, make sure you have created your product and orders first. Find out how to do that here.
If this is the second time you are billing, make sure you have successfully cloned your season. Find out how to do that here.
Generating invoices
Firstly, you can go to 'Billing' and click on 'Invoices':
Once on your invoice list page, hit 'Generate invoices'.
When you hit this button a screen will appear for you to select the invoices you want to generate.
You will have 3 options:
Generate Invoices for a season and all orders: When generated, your invoices will be generated for your class fees for your chosen season and will include any 'complete' orders you have created in 'Point of Sale'.
Generate Invoices for a Season: When generated, your invoices will include just your class fees for your chosen season.
Generate Invoices for all Orders: When generated, your invoices will include just the 'complete' orders you have created in 'Point of Sale'.
If you have chosen 'Generate Invoices for all orders', the invoices will be generated and appear in your invoice list in 'Draft' status.
If you have chosen either of the other options, it will then ask you for the season that you would like to generate invoices for. So if you have newly created a season or cloned an old season that season will show up as an option, as on the image below:
When you have selected your required season, you can click the 'Generate Invoices' button and your season's invoices will appear in your list ready for you to send.
You can also generate invoices from your Season page. So head to 'Classes' and 'View All'. Simply click into the season you wish to bill for.
You will see the 'Invoice Season' button at the top of the page. Click on this button and it will redirect you to a page with a tick box asking if you want to include your 'Complete' orders from the 'Point of Sale' feature.
Once you click on the 'Generate Invoices' button, it will redirect you to your invoice list where all of your new invoices will have been created.
They will appear in 'Draft' status, meaning they have not been sent and you have the option to check them over and edit them before you send them to your customers.
Once generated and in 'Draft' Status, there are manual changes and amendments you can make to an invoice before you send it. Find out how to do this here.
Sending the invoices
When you are happy with your invoices, they are ready to be received by customers. 'Select All' or select particular ones and click 'Group Actions' > 'Approve'.
You will be taken to this page where you can tick 'Email invoice(s) to the customer' to send it and set the due date.
It will change the invoice status from 'Draft' to 'Awaiting Payment'. This way you know it is sent and you are awaiting payment from your customers.