Invoices are one of the key pieces of TimeTap's Payments feature. Whenever someone books an appointment that has a price or a deposit amount associated with it, an invoice is created for that appointment. You can set up a payment portal on your account and either give clients the option to pay for the invoice upon booking or require that clients submit payment before their appointment is confirmed.
Quotes give your clients an idea of exactly what to expect before they even seen you - making it even easier to have clients book, know what they expect and have them pay all under one roof. Once they give your quote the green light, you can easily convert it into an invoice and email it out, letting them pay and leaving you all set for their appointment.
Invoices are categorized based on statuses. We've got detailed documentation on each of these statuses, but I'll go ahead and summarize them here:
On this section of our documentation, we'll go through the following items:
If you have any questions on invoices after looking through our documentation, please reach out to our support team and we'd be happy to help.
A list of all of your business's invoices can be found by going to Payments → Invoices. You'll see on this screen that your invoices are categorized into list views based on their status:
If an appointment is attached to an invoice, you'll see a link to that invoice under the Invoices tab on the appointment's detail screen:
You can also go to your client's profile view and see a list of all invoices for that client under their "Payments" tab:
You can use the "View" button next to anywhere that an invoice is displayed to enter into the Invoice's detail screen:
On this screen you will see a list of items that are on that invoice as well as any payments that have been made for that invoice:
You can use the More Actions menu in the top right to do a number of things as well. If the invoice is in Open status currently and there are line items, then you'll have the options to submit a charge through paypal, record a payment, add a write off amount, void the invoice, or delete the invoice. If the invoice is in Closed or Void status you'll have the option to either reopen the invoice or delete the invoice.
As invoice statuses change, you'll find them sorted in the respective invoice list under Payments → Invoices.
Once you delete an invoice, it is no longer visible on your account or in any reports. You may want to do this because you were testing something out, but you don't want to keep a record of your test invoice. Just be warned: once you delete an invoice, it cannot be recovered so perform this action with caution.
In any list view, you can use the Delete button to the right of the invoice to click to delete that invoice:
You can also use the checkboxes on the left hand side of the invoice list view to select the invoices you want to delete and use the "Delete Invoices" button in the top left to delete the invoices from your account:
The last way to delete an invoice is from the invoice's detail screen. You can use the More Actions menu to select "Delete Invoice" and permanently delete the invoice off of your account: