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Automatic Invoicing (Invoices Add-on)

Bookly Invoices add-on allows you to generate detailed invoices for provided services and send them automatically when appointments are booked, approved, or received.

You can create and send fully customizable invoices to your clients by email, or include links in your SMS notifications. All sent invoices are available for viewing, filtering and downloading in PDF format in Bookly Payments reports.

Get the Bookly Invoices add-on here and let your customers pay for the orders quickly and easily.

Setup

1. Purchase, download and activate Invoices add-on in Plugins.

2. Go to Bookly menu > Settings > Invoices. In the Invoice due days field, specify the number of days to submit a payment.

Please note that “Make address field mandatory” in Settings > Customers and “Show address field” in Appearance > Details tab will be activated automatically in order to get the client address during the booking.

Configuration

Customize your invoice template

The appearance of your invoice is fully-customizable to align with your business style and branding.

In Bookly menu > Settings > Invoice template, you can upload images for document header/footer and change the wording of each underlined text. Click Preview to see the result.

Click Save to save changes.

bookly-invoices-03.png

Invoice generation

All invoices will be generated automatically based on the appointment and payment details. Invoices will be attached to the selected notifications as PDF documents.

You can choose when to send a payment request to the customer:

  • the moment a new booking is made;
  • when the status of the booking has been changed to ‘approved’;
  • after the appointment in a follow-up message to the customer;

To do this, go to Bookly menu > Email Notifications and tick the box Attach invoice in the following notification template(s): Notification to customer about pending appointment, Notification to customer about approved appointment, Follow-up message in the same day after appointment. 

bookly-invoices-01.png

Or create custom templates with your own settings.

bookly-invoices-06.png

You can also include an invoice link in your SMS notifications. Go to Bookly menu > SMS Notifications and insert {invoice_link} code into your text message template(s): Notification to customer about pending appointment, Notification to customer about approved appointment, Follow-up message in the same day after appointment. Or create custom templates with your own settings.

View and download invoices in Payment reports

You can view invoices history in Bookly menu > Payments. When you click on Invoice button on the right, the selected Invoice will be downloaded as PDF document and can be manually resent to the customer if necessary.

bookly-invoices-05.png

Click on Download Invoices button to download a zip file with all invoices.

Bookly Invoices Add-on is available for purchase here. 

Try this demo to get a better understanding of how the Invoices add-on works.

 

If you wish you can join a community of translators who help us in Bookly localization. Join translation of Bookly and help us become closer and speak with you in your native language. Read more here.

 

RELATED

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Coupons Add-on – a great way to promote your services by offering discounts.

Have more questions? Submit a request

15 Comments

  • Avatar
    Cyphas

    Looks great. Well done guys. I have been looking for this for some time..

    It will be great to have integration with XERO...very popular worldwide accounting system.. I am sure it will make your booking software gain more exposure and sales,

  • Avatar
    Support Team

    Hi Cyphas, thanks for your feedback! This looks like a feature we haven’t implemented yet. However, we’re constantly working on improvements and value all feedback. That’s why I’ve created a new record on our Feature Request forum: https://support.booking-wp-plugin.com/hc/en-us/community/posts/115002909814-Xero-integration

    The forum is where we track requests for new capabilities, and our product development depends directly on the number of votes each request receives. That’s why we encourage you to vote for your request (link above).

  • Avatar
    Mark

    Hola, Bookly.

    Asked earlier about manyal invoice generation, received a response from you with some directions as well as being directd here.

    I see nothing in here with instructions on how to generate an invoice manually, and there is nothing in here pertaining to the details I was emailed about, which did nothing for me.

    This shouldn't be difficult. How about a "create invoice" button in the "Payments" section?

  • Avatar
    Sander Kuipers

    I second the reaction above, manual creation of invoices should be default.

  • Avatar
    Support Team

    Hi Mark and Sander, you can generate invoices by accessing the payments menu and click on the "Invoice" and a pdf file with the invoice will be downloaded.

    Edited by Support Team
  • Avatar
    Rafa Gonzalez

    Hello.
    We are two workers in our therapy clinic, would it be posible for us to be able to create invoices with two different tax numbers and invoices numbers?
    Thanks
    Rafa

  • Avatar
    Support Team

    HI Rafa, in case you provide different services (or the staff member are associated with different services), you can set different taxes for every services and invoice has his unique number.

  • Avatar
    Mark

    Ladela, I believe you are misunderstanding.

    I don't KNOW what I'm going to be billing my client until the day of.

    The ability to "create invoice" like I am able to do with PayPal, and then manually enter in the services rendered before manually sending it to a client, through a GUI, in the payments tab, is what I'm hoping to do, and if not, would be willing to pay for this functionality.

    You keep saying this is possible, but I'm not sure we're understanding eachother.

    Am I able to create an invoice from scratch, put the services in, pick the client to send it to, and then manually send it out to them in PDF format via email?

    Thank for your repeated time and answers.

    -Mark

  • Avatar
    Support Team

    Hi Mark,

    Sorry for a delayed answer.
    Yes, it is possible to create an invoice but you do not need to create each invoice from scratch. You create the template once and after all invoices will be generated automatically based on the appointment and payment details. Invoices will be attached to the selected notifications as PDF documents.
    Above you have this process described.
    However, if you mean that if there is a possibility to create a custom invoice that would differ from the ones generated by the system - in this case, the answer is no, at the moment his functionality is not available.
    Please let us know if there is still anything unclear.

  • Avatar
    Sander Kuipers

    What Mark means is, me and him want the abbility in Bookly to turn off the automatic invoices generation and have the choice to generate the invoice by ourselves for a client who's ordered some services. And then beeing able to send this manually to the client.

  • Avatar
    Support Team

    Hi Sander, invoices will be generated only for the payments that were made, there's no option to create custom invoices with multiple payments and you will need to send it manually(without the plugin) or you could set up a custom notification, and these notifications will be sent automatically at a desired time.

  • Avatar
    Sander Kuipers

    Hi Support, I've been trying other payment setups like offline payment (pay on arrival) It would be great if the invoice would be generated for the offline payments as well, so if you set the service appointment to "Complete" te invoice will be sent.

  • Avatar
    Support Team

    HI Sander, invoices will be created for the local payment option, though currently the functionality to send it out conditionally after you click on the "Complete payment" button is not available.

  • Avatar
    Flavio Cozzi

    Hello! I need to add my customers VAT Number. What can I do?

  • Avatar
    Jari Haapanen

    Hello :) I need without VAT and amount of VAT columns on that invoice. Separation is required in my country. I`d buy this addon if it has this capability. Also invoice number could be some number combination that also includes number of appointment.

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