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Send an invoice

Learn how to raise an invoice from New booking so your customer can pay online by card or bank transfer.

Once Invoicing is set up, you can raise an invoice for any booking from your Dashboard. Your customer receives it by email straight away and can pay online, and the booking is confirmed while they arrange payment.

Before you start

It helps to have these to hand:

  • The name and email address of the person who'll pay, which is often the customer's finance team
  • The customer's address, and their billing address if it's different
  • Their PO number, if their organisation uses them

Send an invoice

  1. Select New booking and add the booking to the basket. You can add store items, credit vouchers or class passes to the same basket too
  2. Apply a discount code if you're using one
  3. Go to checkout and choose 'Invoice' as the payment method
  4. Add a PO number, Memo and Due date if you need them
  5. Add the customer's address. If their billing address is different, untick 'Billing address same as enthusiast' and add it
  6. Select 'Complete'

The invoice is emailed to your customer automatically. You can open it straight away with 'View invoice'.

What to put in each field

  • PO number: shown on the invoice and in your Invoices report, so your customer's finance team can match it to their records
  • Memo: a short note that appears on the invoice, such as "Year 7 ski trip, 12 March"
  • Due date: the date payment is due. If you leave it blank, it's set to the date of the booking. The due date can't be in the past

After you've sent it

  • See the status of every invoice in Reports -> Invoices
  • To resend the invoice, open the session and select Manage -> Comms -> 'Resend invoice'
  • To mark it as paid, charge for extras or cancel, open the session and select 'Manage'

Good to know

  • If you apply a discount code, the invoice bills the discounted total
  • Once an invoice has been sent it can't be edited, so check the customer's details before you select 'Complete'
  • Invoices and deposits work separately, so a deposit can't be taken on an invoiced booking

Helpful tips:

  • Ask the customer for their PO number up front if their organisation uses them
  • Set a due date that gives the customer enough time to pay before the session
  • Send the invoice to the person who'll pay it, so it doesn't get stuck in someone else's inbox

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