Invoice Settings
Many aspects of Time To Pet’s built-in invoicing can be configured to better suit your company’s needs in Invoice Settings under the Invoices tab. This includes creating a default invoice note, setting invoice dates, and your default cancellation fee.
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Check out a short video from our Onboarding Team on the Invoice Settings section!
Invoice Note
This note will automatically be added to every invoice generated in Time To Pet. An example note would be, “Thank you so much for being an X customer. Payment is due on or before the first scheduled service. We accept cash, checks, and all major credit cards.”
Invoice Due Date
This setting allows you to configure an automatic due date for your invoices. Options are:
On Date of First Service – The invoice’s due date will be set to the date the first scheduled service takes place.
Before First Service – A configurable number of days before the date that the first scheduled service takes place.
On Date Of Last Service – The invoice’s due date will be set to the date the last scheduled service takes place.
After Last Service – A configurable number of days after the date that the last scheduled service takes place.
Day Of First Month – A configurable day in the month that the first service of the invoice occurs. For example, an invoice from March 25th – April 2nd would have its due date set to a day in March.
Day Of Next Month – A configurable day of the month immediately following the date of the last service of the invoice. For example, an invoice from March 1 – 16th would have its due date set to a day in April. An invoice from June 15 – July 15th would have its due date set to a day in August.
1st or 16th Of Month -Based on the last service on the invoice. If the last service data falls between the 1st and the 15th of the month, the invoice due date will be set to the 16th. If the last service date falls between the 16th and last day of the month, the due date is set to the 1st of the following month.
Creation Date – The date the invoice was created on.
Note: These options do not control when invoices are sent to your clients or when clients are charged. Invoices must be emailed to a client manually by selecting the invoice from the Invoice List or sent in bulk using Bulk Invoicing. Clients can pay their invoice from the Portal or Mobile App or can be charged from their profile or in bulk using Bulk Invoicing. Here is more information on when Time To Pet Emails Your Clients.
Invoice Date
This setting allows you to configure an automatic date for your invoices. This is simply the day the invoice is dated and does not affect the payment due date. Options are:
On Date of First Service – The invoice’s date will be set to the date the first scheduled service takes place.
Before First Service – A configurable number of days before the date that the first scheduled service takes place.
On Date Of Last Service – The invoice’s date will be set to the date the last scheduled service takes place.
After Last Service – A configurable number of days after the date that the last scheduled service takes place.
Day Of First Month – A configurable day in the month that the first service of the invoice occurs. For example, an invoice from March 25th – April 2nd would have its due date set to a day in March.
Day Of Next Month – A configurable day of the month immediately following the date of the last service of the invoice. For example, an invoice that takes place from March 1 – 16th would have its date set to a day in April. An invoice from June 15 – July 15th would have its date set to a day in August.
1st or 16th Of Month - Based on the last service on the invoice. If the last service data falls between the 1st and the 15th of the month, the invoice date will be set to the 16th. If the last service date falls between the 16th and last day of the month, the invoice date is set to the 1st of the following month.
Creation Date – The date the invoice was created on.
Auto Lock On Payment
When enabled, Time To Pet will automatically lock an invoice as soon as the invoice has a payment applied to it. Locking an invoice after payment means you will not be able to edit the invoice or edit events associated with the invoice (like moving, adding, or removing events) unless you specifically “unlock” the invoice. See Locked Invoices for more information.
Auto Lock On Email
When enabled, Time To Pet will automatically lock an invoice once the invoice has been emailed to the client. Locking an invoice after email means you will not be able to edit the invoice or edit events associated with the invoice (like moving, adding, or removing events) unless you specifically “unlock” the invoice. See Locked Invoices for more information.
Automatic Cancellation Fees
When an event is marked as “Cancelled," Time To Pet will use the rules created here to determine what clients will be charged within a specified time frame. A Default Cancellation Charge can also be configured that includes all cancellations not matching other existing rules.
You can create new fees by selecting the "+ New Automatic Fee" button.
Automatic fees can be based on cancellations made the same day after a set time, cancellations made for tomorrow after a set time, and cancellations less than a certain amount of hours in advance.
Automatic fees can be charged at the full price of the service for a cancellation, a flat rate, a percentage of the service price, or no charge.
Next Invoice Number
By default, invoice numbering starts at 1 and is incremented each time an invoice is generated. You can reset the number used for the next generated invoice by changing this value.
For example, if you set this to 1000, the next invoice you generate will be 1000, the invoice after that 1001, etc.