Send a Booking Invoice

Invoices let you collect outstanding balances from customers by sending them a payment link. When a booking has an unpaid balance -- whether from the initial booking, a rescheduled price increase, or an added custom charge -- you can create an invoice that the customer can pay online.

Before you begin

• The booking must have a balance greater than $0.00. The Create Invoice action only appears in the actions menu when there is an outstanding balance.
• Payment processing must be configured for your location.

Creating an invoice

1. Go to Bookings and open the booking.
2. Click the actions menu (three-dot icon).
3. Click Create Invoice.
4. In the invoice dialog, configure the invoice:

5. Click Create to generate and send the invoice.

The customer receives an email with a secure payment link.

Invoice statuses

Open invoices appear as an alert indicator on the Invoices tab in the booking header.

Viewing invoices

1. Go to Bookings and open the booking.
2. Click the Invoices tab.

Each invoice shows:

The Invoices tab only appears in the booking header if the booking has at least one invoice.

Updating an invoice

1. On the Invoices tab, select the invoice you want to update.
2. Modify the invoice fields (amount, confirm-on-pay, send-to email override).
3. Optionally enable Resend to send a new notification email to the customer.
4. Click Save.

You can only update Open invoices. Paid and Closed invoices cannot be modified.

Canceling an invoice

1. On the Invoices tab, select the open invoice.
2. Click Cancel Invoice.
3. Confirm the action.

The invoice status changes to Closed and the payment link is deactivated. The customer can no longer pay using that link.

Multiple invoices

You can create multiple invoices for the same booking. This is useful for:

• Installment payments: Send a deposit invoice now and a final balance invoice later.
• Partial payments: Invoice for part of the balance, then invoice for the remainder after services are rendered.
• Split billing: Send invoices to different email addresses for the same booking (e.g., a corporate sponsor and the individual customer).

Tips

• Use Confirm on Pay for pending bookings. This automates the workflow: create a Pending booking, send an invoice, and the booking automatically confirms when the customer pays. No manual follow-up needed.
• The balance does not update automatically when items change. If you add custom line items, change the activity, or reschedule, check the balance and create a new invoice if needed.
• Cancel stale invoices before creating new ones. If pricing changed and you need to send a corrected invoice, cancel the old open invoice first to avoid the customer paying the wrong amount.
• Resend is not a new invoice. Using the Resend option on an existing invoice sends the same payment link again. Use this when the customer lost the original email or it went to spam.

Common questions

What happens if the customer pays more than the balance? The payment is processed for the invoiced amount. Overpayments are not automatically refunded -- you would need to handle refunds manually through the Payments tab.

Can I invoice a booking with no balance? No. The Create Invoice action only appears when the booking has a balance greater than zero.

Does the customer need an account to pay? No. The invoice payment link is a secure, standalone page. The customer does not need to log in or create an account.