Understanding Invoicing in Facility

Time To Pet Facility makes invoicing your clients extremely easy. In Facility, events are not automatically invoiced, giving you the flexibility to generate an invoice for clients whenever you're ready.

You may be wondering why events are not automatically invoiced in Facility. Not creating an invoice when events are scheduled or approved each time will prevent having to charge a client for multiple invoices. For example, pet parent Alex comes in with Fido at different days and times throughout the week, Monday-Friday. Instead of having an invoice for each time an event is scheduled for Fido, the Facility can choose which events they would like to add to an invoice and choose to invoice Alex at the end of the week.

Note: Watch our video reviewing invoicing in Facility here: Invoicing in Facility


Viewing Invoices In Facility

A great place to view client invoices in Facility is the Client Hub. Here, you can create, edit, and view Invoices for a client:


Accessing The Client Hub

  1. In the Scheduler, Calendar tab click the "Schedule Client" button:

  1. Select a client from the drop-down options and click "Continue" to open the Client Hub:



Navigating The Un-Invoiced, Invoiced, and Invoices Tabs

First up in the Client Hub is the Un-invoiced Events tab for events that are yet to be invoiced:

When: The start date and time for the event.
Service: The scheduled service for the event.
Space: The Space assigned to the event.
Status: The status of the event (Scheduled, Checked In, Checked Out, Cancelled)
Last column: Option to "View" (viewing the events on the Calendar), "Edit" (edit this event)


In the Invoiced Events tab, you can see all events that have been moved to a new or existing invoice:

When: The start date and time for the event.
Service: The scheduled service for the event.
Space: The Space assigned to the event.
Status: The status of the event (Scheduled, Checked In, Checked Out, Cancelled)
Invoice: The invoice for this event.
Last column: Option to "View" (viewing the events on the Calendar), "Edit" (edit this event)


In the Invoices tab, here you can view generated invoices for the client:

Invoice #: The invoice's number.
Due Date: The day this invoice is due.
Date: Date of this invoice.
Total: The total of this invoice.
Balance: The balance due (the balance may differ from the total, i.e., a partial payment was made).
Invoice Status: Status of this invoice (Draft, Paid, Partially Paid, Due, Past Due).


Creating An Invoice When Scheduling Services

To create an invoice directly after scheduling a client, stay in the pop-up window and click on the Invoiced tab. From here, click the "Move To An Invoice" button:



To move the scheduled events to an invoice, select a New or Open invoice from the drop-down options to move the event(s). When ready, click "Move Event" to do so:

Note: Invoices cannot be created when checking in pets in Front Desk Mode.

Creating An Invoice For Multiple Events

To create an invoice for multiple events, such as events scheduled at various dates and times. In the Un-Invoiced Events tab, click the "Invoice Events" button:


In the pop-up window, you can select individual events by checking the box to the left of the event, or to select all Events, click "All/None" (this can also deselect all events). Once selected events are checked, click the "Invoice" button:


In the next window, from the drop-down, select a New or Open Invoice to move the selected events. When ready to invoice the events, click the "Add To Invoice" button:


Invoices Can Be Manually Edited

You can manually adjust invoices with our built-in invoice editor. You can manually adjust all aspects of each line item and add custom line items.

To add a Custom line item, open any invoice and click the "Add Custom Item" button: 


Moving Events Between Invoices Or To A New Invoice

You can quickly move events from one invoice to another in the Client Hub in the Un-Invoiced Events tab. Click the Edit button on the far right of the event you wish to move to another invoice:


In the pop-up, go to the "Invoiced" tab, click the "Move To Another Invoice" button:

In the next pop-up window, you can choose to move the selected event to a New or Existing Invoice in the drop-down options. Click the "Move Event" button to move the event into the selected invoice:



Emailing Invoices

Invoices are not automatically emailed to clients; however, we have several options to make it easy for your invoices to be emailed, scheduled to be emailed, and shown to your clients, depending on your company's preferences.

To email an individual invoice to a client, you can open the invoice you want to send, scroll to the bottom of the invoice window, and click the "Email" button: 

Note: To schedule emails containing invoices, you can use our  Scheduled Messages feature. 
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