The purpose of this article is to help you understand: 

  • What happens to invoices when bookings are canceled, voided, postponed, ID changes, or their amount is marked leave as is
  • How the invoice changes when the booking amount changes
  • What happens to invoices when the booking is charged from somewhere other than the invoice
  • How invoices handle bookings with credit card holds

   

What will happen to the invoice if bookings are canceled, voided, postponed, their ID changes, or their amount is marked as "leave as it is"?

If bookings in an invoice are canceled, voided, postponed, their ID changes, or their amount is marked as "leave as it is", the impact on the invoice will depend on the payment status of the bookings and invoice.

Please note: If the invoice is fully paid, these actions will not impact the invoice.  

  • No charge on bookings: If the bookings are not paid yet or if no charges have been performed, the bookings will be removed from the invoice. If there was only one booking in the invoice, the invoice will be marked as canceled.
  • Charge on bookings: If the charge on the booking has already been performed and it is canceled, voided, postponed, their ID changes, or their amount is marked as "leave as it is", that booking will be removed from the invoice, but a static line item will be placed for that booking with the charged amount. The booking(s) static line item will be shown as follows:
    • Canceled booking


    • Postponed booking


    • Voided booking

    • Booking ID changed: 
    • Leave "as it is" booking with a decreased amount

    • Leave "as it is" booking with an increased amount

Please note: The cancellation refund is not considered on the invoice.

 

How will the invoice be affected if the booking amount increases or decreases?

The booking amount can be changed from booking reschedule/update or from booking time logs. 

A booking "B1" for $100 is present in invoice #101. The total amount of the invoice is $100. The booking has been rescheduled, with the amount becoming $140. As a result, the invoice total amount will automatically change to $140. The same applies to the amount decrease.

Please note: If the invoice is fully paid, these actions will not impact the invoice.

 

What happens to an invoice if the booking is charged from somewhere other than the invoice?

Apart from the invoice. A booking in the invoice can be charged from pending charges listing, upcoming bookings listing, or through auto-charge if the setting is enabled.

In this case, the charge will be synced on the invoice as well.

Cases that may arise include the following:

  • There is a booking "B1" in invoice #101.
    • The B1 booking amount is $230. Thus, the total invoice amount is also $230. 
    • The invoice is yet unpaid.
    • Booking B1 is charged from pending charges listing, upcoming bookings listing, or through auto-charge. 
    • The invoice #101 will be marked as paid automatically (if it is sent to the customer).
    • If the invoice is not sent/scheduled, it will be marked as partially paid, and when it is sent, if there is no remaining amount it will be marked as fully paid. It will be marked as paid.

 

How does the invoice handle card-hold bookings?

On booking invoices, the card hold is handled through the setting given in the store options section:

Store Options > General > Invoice Settings

If the setting is set to:

  • Release: Upon invoice successful payment, a new charge is performed based on the selected card, and the hold amount (if any) is released.
  • Capture: The held amount will be captured using the card placed under the hold. Any remaining amount will then be charged against the invoice card selected.

Please Note: If a partial payment is made on an invoice and the setting is to capture, then the card hold amount will overwrite that amount.

For example, there is a booking "B1" with an amount of $200 and a card hold of $120 is present in the invoice having a total amount of $200, which can be paid in three installments of 10%, 20%, and 70%. The customer has chosen to pay 10% ($20) of the invoice charge. Instead of $20, the total hold amount of $120 will be taken.

   

With the invoice paid notification, you can send a single booking charge or pre-charge notification.

In addition to the "invoice paid" notification, you can also send the booking charge/ pre-charge notification using the settings under:

Store Options > General > Payment

  • If the setting is “Yes”, then along with the "invoice paid" notification, an individual booking charge notification including the service receipt (if enabled) will also be sent to the customer.
  • If the setting is “No”, then only invoice notification will be sent.

Please Note: Voided or marked "leave as it is" bookings will not be added to recurring or one-time invoices.