How to Raise Invoices

A comprehensive guide to all the different methods for creating and issuing invoices in Pabau.

How to Raise an Invoice for an Appointment from the Calendar 

Step 1: Navigate to Calendar

Log in to your Pabau account, and in the left sidebar menu, click on Calendar.

Step 2: Choose an Appointment 

From the calendar, choose the appointment for which you wish to raise an invoice and click on it. From the appointment functionalities, click on "Checkout". This will redirect you to the Point of Sale.

Step 3: Create the Invoice 

On the right-hand side of the Point of Sale, the client name will be prepopulated, and the cart will automatically include the service(s) booked, based on the appointment details. You can also add additional items from the available categories on the left-hand side:

• Services 
• Products 
• Packages 
• Consumables
• Gift vouchers

You cannot add account payments to invoices that contain other items. To add money to an account, create a separate invoice that includes only the account payment.

You can modify the price, quantity, apply discounts, or set tax rates for individual items by clicking on them and adjusting the details as needed.


Once all the items are added to the cart, click "Continue" to move on to the next step.

You can also view the invoice under the Financials tab in the client card.

By following these steps, you will be able to raise an invoice for an appointment from the calendar. 

How to Raise an Invoice from the Point of Sale 

Step 1: Create a Sale

Log in to your Pabau account at the top of the screen next to the search bar, and click on the 'Create' button. Then choose 'Sale' to be directed to the Point of Sale.

Step 2: Select Client

The first step is to select the client. To do this, type your client's name into the main search bar, which is located at the top right corner. Once the search results appear, select the correct client from the list.

Step 3: Select Service

Next, on the left-hand menu, click "Services." Browse through the service categories and click on the service(s) you want to sell.

Step 4: Finalize Payment

On the Checkout Completed screen, you’ll see the transaction details and the invoice status. You can access the client card by clicking the client name on the checkout completed screen.

You can also view the invoice under the Financials tab in the client card.

By following these steps, you can successfully raise an invoice from the point of sale.

How to Raise an Invoice for a Product

Step 1: Accessing the Point of Sale

To begin, log into your Pabau account and navigate to the Point of Sale by clicking on the "Create" button located at the top of the screen. From the options provided, select "Sale."

Step 2: Add Product

 

At this stage, you can either select a payment method for the invoice or leave it as unpaid. The button in the bottom right corner will change based on your choice:

• If you do not add a payment method (leaving the invoice unpaid), the button will be labeled 'Save as Unpaid'.
• If you add a payment method (e.g., by entering card information, recording a cash payment, or selecting another available option), the button will be labeled 'Confirm Payment'.

Click this button in the bottom right corner to proceed with the chosen action.

On the Checkout Completed screen, you’ll see the transaction details and the invoice status. You can access the client card by clicking the client name on the checkout completed screen. 

You can also view the invoice under the Financials tab in the client card.

By following these steps, you can sell products to clients who have had appointments or visited your clinic.

How to Raise an Invoice for a Package

Step 1: Accessing the Point of Sale

To begin, log into your Pabau account and navigate to the Point of Sale by clicking on the "Create" button located at the top of the screen. From the options provided, select "Sale".

Step 2: Add Package

Next, on the left-hand side, go to the menu and select "Packages." Choose the package you'd like to sell and click on it.

You can add as many packages as needed; they will be added to the client's cart, which you can view on the right-hand side of the checkout screen. Once you've finished adding the packages, you'll see the total amount listed below them. Click "Continue," and you'll be prompted to select the payment method.

Step 3: Finalize Payment

At this stage, you can either select a payment method for the invoice or leave it as unpaid. The button in the bottom right corner will change based on your choice:

• If you do not add a payment method (leaving the invoice unpaid), the button will be labeled 'Save as Unpaid'.
• If you add a payment method (e.g., by entering card information, recording a cash payment, or selecting another available option), the button will be labeled 'Confirm Payment'.

Click this button in the bottom right corner to proceed with the chosen action.

On the Checkout Completed screen, you’ll see the transaction details and the invoice status. You can access the client card by clicking the client name on the checkout completed screen. 

You can view the invoice under "Financials" and "Invoices" when you open the client's profile. Packages will be stored under the "Packages" section within the client's profile. This allows the client to use their package to pay for their next appointment, which will deduct a session from the package balance.

By following these steps, you can efficiently sell packages to clients who have had appointments or visited your clinic.

How to Raise an Invoice for Gift Vouchers

Step 1: Access the Point of Sale

Start by logging in to your Pabau account using your login credentials. Click the Create button at the top of the page next to the search bar and select "Sale" to access the Point of Sale.

Initially, you should select the client at the top right corner of the page for the features to become available for selection. Otherwise, they will remain greyed out until you select the client.

The Gift Voucher option appears in the bottom left corner of the page. 

Step 2: Sell Gift Voucher

When you click "Gift," the gift vouchers you have created in Pabau will appear. You can then select the voucher to proceed with the purchase. Details of the gift voucher will be displayed underneath the client's name. 

Clicking on the Gift Voucher line item in the cart will open the Edit Voucher pop-up, where the following components are present:

• Voucher code - you can generate unique 9-digit codes or can manually input a code, ensuring there are no duplicate voucher codes in the system.

• Quantity - allows you to choose the voucher quantity

• Employee - allows you to select the employee under whom they want to record the voucher sale

• Purchase this voucher for - This defaults to the client being charged for the voucher. However, you can select any client from their client base, allowing the voucher to be assigned to someone other than the paying client

• Tax rate - allows you to add a tax rate if necessary

• Trash can icon - remove item from cart

• Cancel - cancel the edit voucher changes

• Save - apply the edit voucher changes

If everything looks correct, click the "Continue" button to proceed to the payment page.

On the payment page, you can select the payment method that the client wants to use and click the "Confirm Payment" button to complete the transaction. 

Once the payment is confirmed, you will view all invoice details, where you can select the client name to direct you to their client card to view the voucher. 

Step 3: Navigate to the Client Card

Once you access the client card, switch to the Gift Vouchers tab to view all vouchers the client has purchased. Pabau also categorizes vouchers into Active and Expired vouchers.

By following these steps, you can sell a gift voucher to a client from the checkout.

How to Raise an Invoice for Memberships

Step 1: Navigate to the Point of Sale

Step 2: Select Membership

Proceed as you would when performing a sale. Memberships will be displayed on the left-hand side. Clicking on Memberships will show all the memberships you have created in Pabau.

Step 3: Select Payment Method

Once the subscription is set up and the payment is successful, the following will occur:

• An invoice and payment under the item category "Membership" will be created.
• The employee listed on the invoice will be the one who sold the membership.
• The item name will match the name of the membership.
• The unit price will reflect the membership’s cost.
• Quantity will always be set to 1.
• No discount will be applied.
• Tax will follow the settings defined when the membership was created.
• The total price will include the membership cost after tax.

The invoice date and the associated payment will correspond to the date the membership is activated, which may differ from the actual sale date.

An invoice and payment will be generated each time the membership is due, whether weekly or monthly. Future invoices will be tied to the same location where the membership was originally sold.

By following these steps, you will be able to sell memberships successfully.

How to Raise an Invoice for a Walk-in Client

Step 1: Create a Sale

Log in to your Pabau account at the top of the screen next to the search bar, and click on the 'Create' button. Then choose 'Sale' to be directed to the Point of Sale.

Step 2: Choose a Walk in Client

After clicking on 'Walk-In', go to the left-hand side to choose their purchase. You can select from services and products or add consumables used during the appointment. Other options are only available for clients you've added to the system before.

Step 3: Raise an Invoice

Once you've selected the item from the menu, such as a service, and clicked on it, it will be added to the cart on the right-hand side. Then, proceed to the 'Continue' button to proceed with the payment.

How to Raise an Invoice for a Third-Party

Step 1: Navigate to Objects

Start by logging in to your Pabau account using your login credentials. Then, navigate to the setup page by clicking on the Setup tab in the left sidebar menu. Under the Developer & Other section, click on "Objects" to expand the tab. This will reveal the "Third Parties" sub-tab.

Step 2: Create and Assign Third Parties

If you don't have a third party created, start by creating a third party. Refer to this article to view step-by-step instructions on creating a third party and linking them with clients. 

Navigate to the client card to verify if the third party has been linked before raising the invoice. For instructions on how to add a relationship to a client card, review this article.

Step 3: Access the Point of Sale

Navigate to the "Create" button at the top of the page next to the search bar and proceed to click "Sale." For more details on how to perform a sale, refer to this article.

Search for your client on the search bar at the top right side of the page. Write the first three letters of the client's name so it appears.

After selecting the client, a list of options will appear under the client's name, including who you want to charge the service/product to. In this step, you can modify the responsible party for paying the invoices. Clicking on the "Charge" option will display a list of third parties linked to the client, allowing you to select the appropriate party.

After selecting the service and who you will charge the service to, click the "Continue" button at the bottom right side of the page to continue to the payment page.

On the payment page, select the respective payment method and add the amount the third party paid or save the invoice as unpaid if they have yet to pay. Once you click the "Save as Unpaid" or the "Confirm Payment" button, you will be directed to the checkout page, where you can view the invoice details, email it, print it, add credit notes, and many other options. 

The invoice will state that it is billed to the third-party company name. 

The invoice will be visible on the client card under the "Invoices" tab in the "Financials" section. Click on the invoice number to view its details.

Upon opening the invoice, click the "Details" tab at the top left corner of the page. This tab displays key information regarding the invoice, including to whom the invoice is issued.

By following these steps, you can raise an invoice for a third party. 

How to Raise an Invoice from the Client Card

Step 1: Navigate to the Client Card

Start by logging in to your Pabau account using your login credentials. Then navigate to the search bar at the top of the page and proceed to type at least three letters of the client's name. Pabau will filter the results as you type.

Step 2: Create a Sale 

Step 3: Select Service(s) 

When raising an invoice from the client card, the client field located at the top right corner of the screen is already populated. Navigate to the left-hand side menu and choose "Service." 

Browse through the service categories and click on the service(s) you want to sell.

Step 4: Finalize Payment

On the Checkout Completed screen, you’ll see the transaction details and the invoice status. You can access the client card again by clicking the client name on the checkout completed screen.

Alternatively, click the 'Back to Start' option, found in the top left corner of the screen, to return to the beginning of the current process or section.

By following these steps, you can easily raise an invoice from the Client Card.