How do I link an invoice to an appointment?

[alexanl]

A client scheduled an appointment so I created an invoice from the Invoices tab. Their payment went thru, but the appointment on my calendar did not record it. When I manually recorded the payment, a new transaction was created. Now my transaction records are off. Is there a way to apply an invoice to an appointment(s) post-payment and/or link an invoice to an appointment pre-payment?

[Helen]

Hi @BRAIDSBYBEE!

You are right, at this time the Estimates and Invoices section of your online Square Dashboard are not directly integrated with  Appointments. And, as you've noticed, you can't check out a service from your online Dashboard yet. I can see the benefits of having a better integration to allow you to generate an estimate or invoice and tie it to an appointment! I'll share your feedback with the prodcut teams.

In the meantime, from the Appointments app you can check out a service and send your client an invoice - instead of accepting a card payment on the spot. That way you don't have to create an invoice for them separately online. To do this from the Appointments app go to the service > tap Review and Checkout > tap Charge $ > tap Invoice > enter your clients details (if different) > tap Send to send the invoice by email. 

[isabelle]

Hey @alexanl-

Thanks for posting in the Seller Community.

As of right now, we don't have a way for sellers to link a paid or unpaid invoice to a Square Appointment within the Online Dashboard. You can send a client an invoice, and you'll see in their customer profile that they've paid the invoice, and have had appointments with you, but you wouldn't be able to link it so that the invoice appears as the payment for the appointment. That's a good suggestion though, as I can see how it would be helpful.

However, I just wanted to mention here that if you're using the latest version of the Appointments app (iOS only at this time) you can send an invoice from an appointment: 

1. From the Calendar section of the app select an Appointment you'd like to checkout.
2. Tap Review and Check Out (you can add additional services at this point).
3. Tap Charge > select Invoice.
4. Review the invoice details > tap Send. 

Your customer will receive the Invoice by email and can pay online.

Let me know if you have any questions about this. 

[amyvoice]

I've had the same problem as some of my students prefer paying cash in-person over handing over their credit card information. 

I found that in the appointments iPhone app you can create a new invoice when you tap charge - once the student pays the invoice it's recorded on the appointment as well.  Hopefully that helps but having the option to link an invoice to an appointment and vice versa would be great for accounting and efficiency purposes. 

Best,

Amy

[mcbridebrandon]

I too would really like this feature. I have a lawn care business and this would be very helpful.

[Joe]

We have you down for it, @mcbridebrandon! Thanks for adding your voice here. We will continue to let everyone know when this feature is ready to launch. Thanks again!

[Mike_CG]

I Noticed this important thread from two years ago.

you can send an invoice from an appointment: 

1. From the Calendar section of the app select an Appointment you'd like to checkout.
2. Tap Review and Check Out (you can add additional services at this point).
3. Tap Charge > select Invoice.
4. Review the invoice details > tap Send. 

Has there been updates to this to attach an invoice from an unpaid Appointment in the desktop view or Android App?

Update: 5/09/2020. I see this hasn't been implemented yet. I'm currently doing the work-around procedure for now of creating invoices for each appointment. Thanks

[EquiSoul]

I made an invoice for services that my customer paid in advance, is there a way to mark the appointment as paid against the invoice? (If I choose payment 'other' the sale is counted twice). I like that I can look at my calendar and see which appointments have been paid at a glance. Thanks!

[nika]

Great question @EquiSoul. 

Unfortunately there's not a way to link an invoice to an appointment at this time. @isabelle goes into a bit more depth on this topic here.

It would be a great feature for us to implement. If it does ever come down the pipeline, we'll be sure to give our Community a heads up.

[ljsmith]

I have a service that I tied to an appointment yesterday as a test and did not enter a credit card number or show paid in cash. How can I see a report that tells me this amount is due from the customer? 

[JustinC]

Hey @ljsmith !!

First, you have to convert the appointment into an invoice from the Calendar of the Appointments POS app (steps above).

Next, from the Invoices section of Dashboard, use the All Invoices filter up top to view a list of outstanding Invoices.