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Invoicing

This article covers everything relating to Invoicing on Collar for Business.

Collar supports Invoicing for services rendered and/or product purchased. Collar will only pick up services or products that are of billing type “Invoiced” to include in an invoice. You can ‘Generate Invoices’ and ‘Send invoices’. Generating an invoice on Collar means you are creating an invoice to be sent. Only invoices that are generated, can be then sent to your customers. Invoices are issued automatically at the end of your businesses’s billing cycle. Your Billing cycle is set-up for you when you launched your business on Collar.

Billing Cycles can be:

  • Weekly, where invoices are issued on specific day of the week covering the 7 days prior.
  • Biweekly, where invoices are issued fortnightly on specified day covering the two weeks prior
  • Monthly, where invoices are issued on a day of the month, usually the 1st day of the Month, covering the month prior.

Disabling Automatic Invoicing

If you wish for Collar to skip generating invoices automatically at the end of your billing cycle, you can disable auatomatic invoicing by following these steps.

  1. Go to the Operations Module
  2. Select the Operations Sub-tab
  3. Scroll to and check “Disable Automatic Invoicing”

Generating Invoices Manually

On Some occasions, businesses may wish to generate invoices for a user or a group of users early or ahead of the scheduled automatic invoicing cycle. This can be done by following the steps below:

  1. Go to the Pets Module
  2. Search for the pet/owner you wish to generate invoices for. This can also be a group of clients which you have tagged with a tag. If you want to generate invoices for all your clients, make sure that all your clients are loaded by scrolling down the page.
  3. Click on the select all icon   – top right corner of the screen
  4. Select the pets you wish to generate invoices for
  5. Click on the menu button that appears in the top centre of the screen
  6. Select “Update Billing date”. This will open a modal and load all the names of the owners of the pets you have selected.
  7. Select the services you wish to include in the invoices. Only Postpaid services can be invoiced
  8. Select the date range of bookings you wish to include in the invoice. 
  9. Set the billing date. If you wish to issue an invoice today, the date should be today or a date in the past.
  10. Add notes and click confirm

Once the above step is completed, you will need to trigger the invoice generation process manually. If not, and if you have “Automatic Invoicing” enabled, Collar will automatically pick up all bookings due for invoicing and will generate an invoice automatically the next day in the morning. Otherwise, to trigger the invoice generation process manually, follow these steps:

  1. Go to the Operations Module
  2. Go to the Billing Tab
  3. Under Invoices, select your Branch name.
  4. Select “Generate Invoices”

Note

Generated invoices will automatically appear on The Collar mobile app for owners. If you wish to send the invoice by email, you can do that by clicking on the invoice and sending it individually, or clicking on “Send Invoice” to send invoices in bulk

Marking Invoices as Paid

To mark an invoice as paid, you simply need to:

  1. Access the client owner profile (not the pet)
  2. Go to the ‘Invoices‘ tab on the client profile
  3. Hover over the invoice and click the ‘+‘ button
  4. Select ‘Mark as Paid‘

Note

For post-paid services, you cannot ‘Mark as paid’ individual bookings. You can only mark the entire invoice (amount of bookings the customer had within that billing cycle) as paid.

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