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Raise and manage invoices

Learn how to create and manage sales invoices using Fresha's streamlined point of sale and enhanced features.

In this guide, we’ll cover: 

Getting started

To raise an invoice you’ll need to first complete and be ready to checkout your service, products, memberships and/or gift cards.  

Raise an invoice

You can raise an invoice directly from an appointment in your calendar or by creating a New sale through the point of sale. To raise an invoice: 

  1. Head to your Calendar, select the appointment and click Checkout. Alternatively, go straight to New sale.
  2. Add any additional products, services, memberships, and gift cards to the cart.
  3. For each item in the cart, you can add a discount, change the service provider, or remove it by clicking on the item.
  4. Clicking on the three dots will provide you with the options to add sale notes, service charges, save the sale as unpaid or cancel the sale
  5. Click Continue and add a tip if the client wishes to include one.
  6. Select a payment method and click Charge to generate an invoice.

Edit an invoice

After completing a sale, you have a 6-month window to adjust the distribution of tips and reassign the sale item to different team members as needed.   

Update team member allocation per item

  1. Head to Sales.
  2. Find the completed sale you want to update using the search bar or filters.
  3. Click on the Sale # reference to open it, then select Actions and Edit sale details.
  4. Reassign items to different team members using the drop-down menus on the invoice.
  5. Click Save to update the invoice.

Reallocate and split tips

  1. Go to Sales.
  2. Find the completed sale you want to update using the search bar or filters.
  3. Click on the Sale # reference, then select Actions and Edit sale details.
  4. If a tip was left by the client, it will be under Tip Collected with the total tip value.
  5. Reallocate the tip to another team member using the drop-down menu.
  6. To split the tip, click Add team member, choose another team member from the drop-down menu, and manually enter the allocated amounts per member choose to Split tip equally.
  7. Click Save to update the invoice.

NOTE:

  • Edits can only be made to invoices for new sales completed after 30 January 2024.
  • Invoice values and included tip values cannot be updated. When reallocating tips, the full tip amount must be reassigned to save any changes.
  • All invoice updates are recorded in the sale's Activity. Each activity card shows the sale's update timestamp, the reassigned invoice item, and the person who made the tip reassignment.

Void an invoice

To void an invoice: 

  1. Head to Sales.
  2. Find the sale using the search bar or filters.
  3. Click on the Sale # reference to open it, then select Actions and Void.
  4. Select Void sale to reconfirm.

NOTE

  • Card payment invoices cannot be voided. You can return the items or refund the sale.
  • Voiding an invoice restocks products into inventory, and deletes associated payments.
  • Once an invoice has been voided, it cannot be restored but you can still track it in your Sales reports.

FAQs:

Q. Can anyone update the sale details?

Only team members with "Can edit sale" permission are allowed to edit sale details. Edits can only be made to invoices for new sales completed after 30 January 2024.


Q. Is the ability to edit the invoice time-bound in any way?

Yes, you'll only be able to edit invoices within 6 months from the time the same was originally completed.


Q. Will changing the staff member on an invoice reassign the review?

If the review has already been given, the staff member who received the review will not change.


Q. How can I find who the tips were reallocated to?

To find which team member an invoice item or tip is allocated to, open the completed sale and select Actions then Edit sale details.


Q. Can I assign tips to anyone, or does it have to be team members associated with the sale?

Invoice items, including tips, can be assigned to any team member, even if they are not associated with the appointment or product.


Q. Will I receive a new invoice after making changes?

No, altering team members and tips will not generate a new invoice for the sale.

 

 

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