How to Use Invoices in LatePoint

The Invoices feature allows you to generate professional invoices for customer orders, email them to customers, and accept online payments for outstanding balances.

Invoices are created automatically when a customer places a booking and are linked to the order rather than individual bookings.

Enable Invoices

To enable invoices:

1. Go to LatePoint > Settings > General
2. Scroll to the Invoices section
3. Enable the Invoices toggle
4. Click Save Changes

Once enabled, invoices will be automatically created for new orders.

Configure Invoice Settings

You can customize the information displayed on your invoices.

• Company Logo – Upload your business logo
• Company Name – Your business name
• VAT Number / Tax ID – Optional tax identification number
• Number Prefix – Prefix used for invoice numbers (for example: INV-)
• Bill From – Your business address and contact information
• Bill To – Customer billing information template

Invoice Creation

Invoices are automatically generated when a customer places an order.

The number of invoices created depends on the selected payment option.

Full Payment

When the customer pays the full amount during booking:

• One invoice is created for the full order amount
• The invoice is automatically marked as paid after successful payment

Deposit Payment

When deposits are enabled:

• A deposit invoice is created for the amount paid at booking
• A second invoice is created for the remaining balance
• The remaining balance invoice is due on the booking date

Pay Later

When the customer chooses a local or offline payment method:

• One invoice is created for the full amount
• The invoice remains open until payment is received

Free Bookings

By default, LatePoint does not create invoices for orders with a total amount of $0.00.

This includes:

• Free services
• Orders discounted to zero using coupons

Create Invoices for Free Bookings

To generate invoices for free bookings:

1. Go to LatePoint > Settings > General
2. Open the Invoices section
3. Enable Create invoices for free bookings
4. Save changes

When enabled, invoices will be generated for all bookings, including those with a zero total.

Invoice Statuses

Invoices can have one of the following statuses:

Status	Description
Open	Awaiting payment
Paid	Fully paid
Partially Paid	Partial payment received
Draft	Created but not finalized
Void	Cancelled invoice
Uncollectible	Payment cannot be collected

Payment Portions

Invoices can be associated with different payment portions:

Type	Description
Full	Covers the entire order amount
Deposit	Covers the deposit amount
Remaining	Covers the outstanding balance
Custom	Created manually by an administrator

Manage Invoices

Invoices can be managed directly from an order.

View Invoices

1. Go to LatePoint > Orders
2. Open an order
3. Scroll to the Invoices section

All invoices associated with the order will be displayed.

Create an Invoice Manually

To create an additional invoice:

1. Open the order
2. Click Create Invoice
3. Enter the invoice amount
4. Select a payment portion
5. Set a due date
6. Save the invoice

Manually created invoices use the Custom payment portion type.

Change Invoice Status

To update an invoice status:

1. Open the invoice
2. Select Change Status
3. Choose the desired status
4. Save changes

Email an Invoice

To send an invoice to a customer:

1. Open the invoice
2. Click Email
3. Review the subject and message
4. Click Send

The customer will receive a link to view and pay the invoice online.

Edit Invoice Information

Invoice details can be updated after creation.

To edit an invoice:

1. Open the invoice
2. Click Edit Data
3. Update the required information
4. Save changes

Any changes will be reflected when the invoice is viewed or downloaded.