Invoices and payments

Invoices live in Money in the menu, on the Invoices tab. Along the top are four figures: Unbilled (confirmed and completed bookings not invoiced or paid yet), Waiting to be paid, Overdue (tap it to see which) and Paid this month.

Below, choose All, To send, Unpaid or Paid, search by client or invoice number, or use More filters for Overdue, Part paid, In arrears, Void or Refunded.

Three ways invoices are made

• Automatically. Set Create invoices in Settings › Getting paid to On completion, Daily, Weekly or Monthly, and Barclo makes them for you. See Payments.
• One at a time. Press New invoice, choose the client, tick the bookings to bill, add any extra items or a discount with a reason, then check and create it.
• For everyone at once. Press Send monthly invoices, below.

New invoices start as drafts, marked Not sent, unless you have switched on Email invoices to clients automatically.

Send monthly invoices

1. 1

   Choose the bookings

   Pick Last month, This month, Last week, This week or Choose dates.

2. 2

   Upcoming bookings

   If the period runs past today, choose Invoice all bookings (including ones that have not happened yet) or Invoice completed sessions (only up to today).

3. 3

   Who and when

   Tick the clients under Who to invoice, then choose when they pay: when they get it, or in 7, 14 or 30 days.

4. 4

   Send

   Barclo makes the invoices as drafts. Press Send all now, or Review them one by one. Barclo then tells you how many were sent and emailed, and which were not.

Sending an invoice

Open a draft and press Send invoice (or Send on its row). The client is emailed and it appears in their client portal, where they can download it and, if you have connected Stripe, pay by card. Barclo only says "emailed" when the email really went; if a client has no email address, the invoice goes to their portal only. Use Send again to resend an unpaid invoice. You can only Edit an invoice while it is a draft.

If you are VAT registered, invoices show Subtotal, any Discount, VAT and Total, with your VAT number. The discount comes off before VAT.

Invoice statuses

Recording a payment

Card payments made through Barclo are recorded by themselves. For anything else, such as a bank transfer or cash, press Record payment:

1. 1

   How much

   Choose Paid in full or Part of it and enter the amount.

2. 2

   How

   Choose how they paid, for example Bank transfer or Cash.

3. 3

   When

   Set the date and time. Add a reference or note if you like.

The client sees "payment received" in Barclo messages; no email is sent. A part payment leaves the invoice Part paid, and the rest stays owed. You can also record a payment on a draft, for money that arrives before you send it: in full, it is marked paid without being sent; in part, the invoice shows what is left when you send it.

Refunds

Open the invoice and press Refund next to a payment in Payments. A card payment goes back to the card through Stripe, usually within 5 to 10 working days, and cannot be undone. For cash or bank transfer, Barclo cannot send money, so pay the client yourself and use Record refund. Only the owner or a manager can refund. A refund never makes an invoice owed again.

Automatic payment reminders

Every sent invoice with money owed is chased for you by email and in Barclo messages, at 9am:

• one day before it is due, as a friendly heads-up;
• one day after it is due;
• six days after it is due;
• eleven days after it is due, the last one. The invoice then moves to In arrears.

Part-paid invoices keep being chased for the balance. A client with several unpaid invoices gets one email listing them all. The invoice's Reminders card says when the next one goes. To hold off, press Pause reminders and pick a date; Resume reminders starts them again. Clients with no email address are not emailed reminders.

Other actions

• Download PDF: a copy for your records or to share.
• Duplicate: a new draft copied from this one.
• Delete draft: removes a draft that was never sent. Its bookings can be invoiced again.
• Void invoice: cancels a sent invoice. It stays on record. Voiding does not give back anything already paid; refund that from Payments.