Hello-Groom - Creating invoices and taking payments

Hello-Groom - Creating invoices and taking payments

To create an invoice for a groom appointment click the '...' button on the Dashboard or Grooming schedule and click Generate invoice.



This screen will appear.  It will automatically choose the appointment(s) for today for this pet and any sibling pets.  It will list any uninvoiced appointments for this family for this week and you can choose those if you'd like.  



There will also be this option that shows older uninvoiced bookings.  On this screen you can see if the appointment was checked in/out.  These are appointments scheduled for this family pets that have not been invoiced.  There could be legitimate reasons why it has not been invoiced.  Maybe the pet was a no-show or the fee was waived.  If you are unsure check with your manager before clicking to invoice old bookings.  



On the invoice screen you can assign the employee who creates the invoice and add a discount.  Click here to learn how to setup invoice discounts.

The invoice will list all items on the appointment.  You can click the Pencil/edit icon to see each individual line item.  This will let you adjust the price, tax option and what employee is assigned to the item.  The employee set here is used for the commission report.  Click here to learn how to setup and use commissions.

You are able to add additional items by clicking Add Item.

You can either click Save (circled in blue) if you just want to save the invoice or click Save Invoice and Pay if you'd like to take payment now.



Here is what it looks like if you edit a line.  The employee here is for the commission report.  You are able to change the price or description if you'd like.



When you are ready to take payment click Save Invoice and Pay.

The receipt will already have this invoice chosen to be paid.  It will also list any other open invoices and any credits on this account.  You can pay as many invoices as you'd like just by clicking the box.  You can also use the credit against this invoice by clicking that box.

In this example I have a $29.75 invoice to be paid.  I also click to use the $11 credit so it shows there is a balance of $18.75.  Click the Pay button when ready to take payment.



On the receipt screen you can choose an employee.  This is for the tips feature.  If I choose Mike here the tip is assigned to him on the Tips report.

You can choose these payment methods.  If the client already has a card on file choose Credit Card: Stored or Manual.  If the client has multiple cards on file just choose the one you want.

If the client does not want to put a card on file and is handing you one to run choose Credit Card:  Card Reader Terminal.

You can add either a credit card tip or a cash tip or both.



Once you hit Process it will run the card and save the receipt.  This invoice is now paid in full.



You are able to print Reports, Revenue, Closeout report to get your total receipts for the day.



You can view your invoices and receipts under Financials, View Invoices of View Receipts.



View Invoices lets you view all invoices for a date or date range or search by client name or invoice number. Each invoice will show you the details including name, invoice # paid/unpaid or partial pay and more. Click the customer's name, invoice # or the menu arrow over to the right to open the invoice. Or using the menu arrow, you may also choose to delete, refund/return or print. 



Print/Email invoices/receipts

You are able to print or email invoice/receipts, as many at one time as needed.  Click here for details.  

Creating a new invoice not related to an appointment

Click the "new invoice" button in the upper right to create a new invoice OR click the "create invoice" menu item. Choose cash sale or if for a client, choose the client. 





Click Add Item to add invoice line items.   



Click Save if you'd like to save this invoice and pay later or Save Invoice and Pay if you'd like to pay the invoice now



You can click on Financials, View Receipts to see a list of receipts.  You are able to edit these and can change the date and employee.  You are not able to change the amount of the receipt or amount of the tip.



Click the down arrow for the receipt you want and click either View or Edit.




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