You can create invoices in Upheal and send them to your clients. Each client has a billing record that tracks what they owe, what they've paid, and any credit on their account. Invoices, payments, and refunds are tracked as separate records, so balances stay accurate even when clients pay partially or have credit applied.
With Upheal's invoicing, you can:
Charge a client's card on file (Stripe required)
Request an online payment from a client (Stripe required)
Log any external payment: cash, check, Venmo, Zelle, or any other method (no Stripe needed)
Apply partial payments and carry the remaining balance forward automatically
Apply one payment across multiple invoices at once
Send invoices as a request for or record of offline payment
Pull a full client statement at any time
Creating an invoice
To create an invoice, and optionally charge your client online:
Go to Payments in the main menu, or, in the client's profile, go to the Payments tab.
Click New in the top right.
Select Invoice.
Select the client and session from the dropdown menus.
Or, Click Create invoice without session.Or, on a session page, click Payments at the top.
Choose which services you provided, and set the price if the service doesn't have one already.
From here, you can download the invoice, send it to the client, or add a payment.
Once your invoice is created, you'll see it in your list on the main Payments page, and in your client's profile in the Payments tab.
Adding a payment to an invoice
To add a payment to an invoice and mark it as paid:
Locate the invoice, either on the main Payments page, or in your client's profile in the Payments tab.
Click on the invoice ID to open it.
Click Add payment.
Input the payment amount. This can be a partial payment, or the balance owed.
To charge a client's saved card online:
If your client has a card on file, select Charge card on file, then click Charge card. This charges the client and sends them a payment
receipt.
To record a payment made outside of Stripe:
Click Record external payment.
Optionally, select the payment method, set the date received, add a reference, or internal note.
Use the check boxes at the bottom to indicate if you would like to send a receipt and/or invoice.
Click Record payment.
To send a payment link:
Under Payment method, select Send payment link, then click Send payment link in the bottom right. Your client will receive a link to a secure payment page.
When the full payment is added to the invoice, the invoice is marked paid.
When a partial payment is added to the invoice, the invoice updates to reflect the new balance and it is marked partially paid.
Applying one payment to multiple invoices
You can apply one payment to multiple invoices at once.
To apply a payment to more than one invoice:
Go to Payments in the left menu.
Click New in the top right.
Select Payment.
Use the dropdown menu to select the client making the payment.
Click Continue.
Use the check boxes to select which invoices to apply the payment to.
Input the amounts to apply to each invoice in the Amount column. The total is displayed at the bottom of the column.
To charge a client's saved card online:
If your client has a card on file, select Charge Card on file. Then, click Charge card. This charges the client and sends them a payment receipt.
To record a payment made outside of Stripe:
Click Record external payment.
Optionally, select the payment method, set the date received, add a reference, or internal note.
Use the check boxes at the bottom to indicate if you would like to send a receipt and/or invoice.
Click Record payment.
What does my client see when I send an invoice?
Your client receives a simple email when you charge them or send an invoice. The full invoice is attached to the email as a PDF.
If you charge your client online
If you charge a client's card on file, or record an external payment and choose to send a receipt, your client will receive a payment receipt rather than an invoice.
Example of a payment receipt email:
Example of a payment receipt:
If you request payment online
If you request payment online, your client receives an invoice and a link to submit their payment online via Stripe:
Generating a statement
You can generate a statement for a client at any time.
To generate a statement:
Click Payments in the left menu.
Click New in the top right.
Select Statement.
Use the dropdown menus to select the client and time period you want the statement to reflect.
Click Generate in the bottom right.
To view all statements, click Payments in the left menu, and select the Statements tab at the top.