Invoices

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title: Invoices category: Finance & Payments order: 2 description: Create, send, and manage invoices for your clients with payment links and tracking.

Invoices

Create professional invoices, send them to clients with payment links, track their status, and manage refunds — all within SchedulingKit.

Where to find it

• Finance → Invoices in the sidebar.

Invoice statuses

Creating an invoice

1. Go to Finance → Invoices and click Create Invoice.
2. Fill in:
   • Customer — Name, email, address (optional), tax ID (optional). If linked to an event, customer details auto-fill.
   • Event — Optionally link to an existing booking. Items auto-populate from the event.
   • Invoice date — Defaults to today.
   • Due date — When payment is expected.
   • Currency — The invoice currency.
3. Add line items:
   • Description — What the item is (e.g. "1-Hour Consultation").
   • Quantity — How many.
   • Unit price — Price per unit.
   • Tax rate — Tax percentage applied to this item (optional).
4. Add optional fields:
   • Discount — Fixed discount amount subtracted from the subtotal.
   • Overall tax rate — Applies to the subtotal (if not using per-item tax).
   • Notes — Visible to the client (e.g. bank details, thank-you message).
   • Terms — Payment terms and conditions.
5. Click Save as Draft or Save and Send.

Sending an invoice

• Click Send on any draft or unpaid invoice.
• Optionally change the recipient email.
• Choose whether to include a payment link (requires Stripe).
• The client receives an email with the invoice details and a link to view/pay.

Public invoice page

Clients see a public invoice page at /invoice/{id} with:

• Your business details and logo.
• Line items, subtotal, tax, discount, and total.
• A Pay Now button (if a Stripe payment link is attached).
• Invoice status and due date.

When the client views the page, it's automatically marked as "Viewed".

Payment

With Stripe

1. Click Generate Payment Link to create a Stripe-hosted payment page.
2. When sent, the email includes a "Pay Now" button.
3. The client pays with their card.
4. On success, the invoice status updates to "Paid" and a transaction is recorded.

Manual payment

Click Mark as Paid to record a payment received outside the system (cash, bank transfer, etc.):

• Optionally specify the payment method and payment reference.

Refunding

1. Open a paid invoice.
2. Click Refund.
3. Choose the amount (full invoice amount or partial).
4. Enter an optional reason.
5. Confirm. If paid via Stripe, the refund is processed through Stripe. Otherwise, it's recorded locally.

Editing and deleting

• Edit — Only draft invoices can be fully edited. Sent invoices have limited editability.
• Delete — Remove an invoice. This cannot be undone.

Resending

Click Resend to re-send the invoice email to the client. Useful if they didn't receive the first email.

Creating from a booking

When viewing an event/booking:

• Click Create Invoice to pre-populate an invoice with the booking's customer, service, and amount details.

Invoice numbers

Invoices are auto-numbered sequentially. The format and prefix are configured in your team settings.

Permissions