Manage invoices and accounting exports

Open Sales & Invoices to review appointment invoices, package sale invoices, status, totals, paid amounts, balances due, and export status. Open an invoice to load its full details. If details cannot load, choose Retry invoice; closing the drawer returns to the list.

Use package invoice links from the client record or package dashboard when following up unpaid package balances.

In New sale, choose an existing client before completing a product or package sale. If you enter a new client whose first and last name and email or mobile already match another record, the sale stays open and shows This client already exists. Choose Use existing client to keep the cart and payment choices, or correct the name for a different person before retrying.

Imported historical appointments can be labelled Paid without creating a new Schedmo invoice or accounting entry. Future imported appointments continue through the normal invoice and payment workflow. A multi-service appointment invoice includes every service occurrence and its appointment-specific price.

Record only the amount received and choose Cash, Card, Bank transfer, or the correct external provider so reporting remains accurate.

Before the first payment, enter an Invoice discount and reason. The displayed balance and default payment amount update as you type. Apply discount saves it immediately; Record payment, Stripe checkout and Stripe reader also save any pending discount before collecting money so the invoice, reports and accounting export use the same total.

Use Refund or adjustment to create a separate negative correction linked to the original invoice. Full reversals move the original invoice to Voided while retaining both records for audit.

Void an invoice only when the entire charge should be reversed. The system creates a numbered negative adjustment instead of deleting financial history.

When a package is sold, the package line is recorded as liability. Each redeemed session creates revenue recognition and a matching liability release.

Use the Sales Report tab for date-based GST and accounting CSV exports.

Use Booking channels in Reports to compare staff, direct online, Instagram, Facebook, campaign, QR, referring-site, and AI-assisted bookings for the selected period.

Use the Xero tab for the platform-managed connection. Business users should never create or paste a Xero client secret into workspace settings.

Review pending or failed accounting events regularly so invoice, payment, package, and correction records stay aligned with finance software. If a summary cannot load, use Retry accounting history or Retry package summary. These background summaries load separately from New sale. On Home, Retry financial summary refreshes outstanding balances while your schedule remains available.

When invoice visibility is enabled in Client portal settings, clients can review balances, download invoice PDFs, and use the secure online payment action. Hiding invoices removes both the portal page and its API access.