A Complete Guide to Creating, Managing, and Tracking Invoices
This article explains everything you need to know about invoices in Yocale, including statuses, creation methods, editing, payments, refunds, and invoice history.
Invoice Statuses Explained
Every invoice moves through different statuses depending on its progress.
Draft (New Status)
The invoice has been created but not finalized.
It is fully editable.
The client cannot see it yet.
It must be published before it can be shared or downloaded.
Outstanding
The invoice has been finalized.
No payment has been collected.
You can still edit it - editing creates a new version.
Partially Paid
A portion of the invoice has been paid.
A remaining balance is still due.
Paid
The invoice has been fully paid.
No balance remains.
Voided
The invoice has been cancelled.
It is no longer active and cannot be paid.
Creating an Invoice
Invoices can be created in multiple ways.
From an Appointment
When checking out an appointment, an invoice is automatically created so you can collect payment.
Manually
You can also create an invoice from:
A specific client record page
Clients > Invoices page
Adding an Appointment to an Invoice
An invoice is automatically created when you:
Click the POS button from the appointment preview, or
Mark the appointment as Done and select Go to Invoice using the "Status" menu shown below.
To check out multiple appointments together:
Open the invoice.
Go to the Appointments tab.
You’ll see appointments that:
Have not been checked out, and
Are not linked to another invoice.
Click or drag and drop the appointment into the invoice.
If you don’t see an appointment, it has already been linked to another invoice.
Adding a Service to an Invoice
To invoice a service without an appointment:
Open an invoice.
Go to the Service tab.
Search or filter by category.
Click or drag the service into the invoice.
Adding a Product to an Invoice
You can add products in two ways.
Option 1: Using a Barcode Scanner
If products have barcodes saved:
Open the invoice.
Scan the product.
A line item will be added.
Visit our Barcode Reader article to learn more:
Scan multiple times to increase quantity.
Option 2: Manually
Open the Product tab.
Search for the product.
Click or drag it into the invoice.
Editing Line Items
Click Edit within the invoice to modify:
Quantity: Modify the number of items.
Unit Price: Adjust the original price.
Discount: Apply a fixed amount or a percentage discount.
Extra Charge: Add a fixed amount or a percentage extra charge.
Staff Assignment:
By default, the staff member who created the invoice is assigned to the line item. This assignment is crucial for correctly allocating tips or commissions.
You have the flexibility to change the assigned staff member or select no staff.
Tax Application:
The appropriate tax is applied automatically based on your business settings. However, if you need to manually change the tax, click edit tax to enable or disable any of your pre-defined taxes.
Custom item note:
You can include a custom note that will appear under the item on the receipt (show sample).
Staff assignment is important for correct tip and commission allocation.
Viewing Client Invoice History
You can access all invoices created for a client from their profile.
Change the “Name on Invoice / Bill To” to a Dependent
When an invoice is Draft, Outstanding or Partially Paid, you can change the billing name to one of the client’s dependents.
Open the Draft invoice.
Click on the Icon in the red below.
Select the dependent.
If needed, click the same option again to switch it back.
This feature is only available while the invoice is in Draft status.
Change the Invoice Date
If the invoice is still in Draft status, you can modify the invoice date.
You can select:
A past date
Today’s date
A future date
Once the invoice is finalized, the date can no longer be changed without creating a new version.
Add Internal or Client Notes
You can add notes to an invoice in any status.
There are two types of notes:
Internal Note
Visible only within your business.
Not shown to the client.
Client Note
Appears on the invoice receipt.
Included when you email the invoice or download the PDF.
Client notes are useful for adding payment details, disclaimers, or custom messages.
Preview a Draft Invoice
While editing a Draft invoice, you can click Preview to see how the final receipt will look.
This allows you to:
Confirm layout
Review totals and taxes
Check notes
Ensure everything appears correctly before publishing
Discard a Draft Invoice
If a Draft invoice was created by mistake or is no longer needed:
Click Discard
Important:
This action cannot be undone.
If discarded accidentally, the invoice must be recreated.
Edit a Published (Outstanding) Invoice
If an invoice has been published and is marked as Outstanding (not yet paid), you can still make changes.
What Happens When You Edit an Outstanding Invoice
The system does not overwrite the original invoice. Instead, it creates a new version.
Step-by-step process:
Open the Outstanding invoice.
Click Edit.
A new editable version is created.
The original version is temporarily kept for records.
Once you finalize the updated invoice:
The previous version is automatically marked as Voided.
The new version becomes the active invoice.
The invoice remains in Outstanding status until paid.
Changing Invoice Details (Draft Only)
On Draft invoices, you can:
Change the Name on Invoice to a dependent
Change the invoice date (past or future)
Preview the receipt
Discard the invoice (cannot be undone)
Viewing Invoice Version History
Click Version History to:
See all previous versions
Review changes
View voided versions
If you don’t see this option, the invoice has never been edited after finalization.
Printing or Downloading an Invoice
To download a PDF:
Use the download option in the invoice list, or
Open the invoice and click Download.
Draft invoices cannot be downloaded.
Paying an Invoice In-Store
Click Pay:
On a Draft invoice to finalize and process payment.
On Outstanding or Partially Paid invoices to collect payment.
Zero-Balance Invoices
If a service is free or fully discounted:
Click Pay to mark it as Paid.
You can still collect a tip.
Sending an Invoice to a Client
Use the Send button.
Button labels:
Publish (Send) – for Draft invoices (finalizes first)
Send – for finalized invoices
If payment processing is integrated and balance remains:
Send receipt PDF only - cannot pay, only to view invoice.
Send receipt PDF with payment link - will have the option to pay and will allow clients to use Buy Now, Pay Later feature!
You can edit the client’s email and add a custom note.
Voiding an Invoice
Click Void to cancel a finalized invoice. Please note: this action cannot be undone.
Staff Adjustments on Paid Invoices
If a staff member was assigned incorrectly:
Use Staff Adjustment.
No need to void or redo the invoice.
Adjusting Tip Allocation
Tips are automatically distributed based on each staff member’s contribution.
To adjust:
Navigate to Staff Adjustments
Adjust the staff per line item and split tips to the individual staff members
Optionally assign part of the tip to the business.
Refunding an Invoice
Click Refund to:
View all related payments.
Select specific payments to refund.
If fully refunded, you may:
Void the invoice, or
Reopen it to process another payment.
Viewing Payment History
Inside the invoice, you can see:
All payments made
Payment dates
Payment methods
Accessing Existing Invoices
You can access invoices from:
POS Button
Opens the invoice linked to that appointment.
Business Invoice List
View all invoices
Filter by status
Search by client or invoice number
Download invoices (except Draft)
Client Profile
Clients > Select Client > Invoices Tab
Client Management & Invoice Impact
Merging Clients
When merging:
All invoices move to the primary client.
Payment history remains unchanged.
Cannot be undone.
Removing a Client
If a client with invoices is removed:
Invoices are reassigned to Walk-in.
Payment records remain unchanged.
Cannot be undone.
Always verify before merging or removing clients.
For additional assistance or clarification please contact our support team
Email: support@yocale.com
Phone: 1-855-996-2253 ext 1