Note: These steps apply to the new In‑House Payments module. If your organization uses the original Stripe‑only workflow, refer to the Stripe (Legacy) articles in this section.

Payments: In-House Invoices

Draft Invoice 

Navigate to the global Payments module tab, or if adding an invoice directly within a client record, navigate to the client record and select the green Payments tab. 

1. To complete a search, select the Search Criteria toggle, choose filters, and select Search.
   
    
2. Select an invoice results record to review or update the invoice Status. 
   
   
    
3. To create an invoice, select the new invoice button. Alternatively, select the menu on the left and select New Invoice. 
   
   
    
4. Search and add Client. If adding an invoice in the client record, the client will be selected by default.
   
    
5. A draft invoice will populate with:
   • Agency Address (populates from Administration → Organization Info)
   • Bill To Address (populates from Client's Dataset). 
     
     To change the client: 
     Select the pen icon: in the Bill To Address box → a side panel opens to search for a different client → select the new client to update the Bill To details.
     
     The invoice remains fully editable while in Draft status. 
     
     
      
6. There are 2 methods to add line items to an invoice: 1) Manually and 2) From an Appointment or Contact. 
   1. Adding a Manual Line Item:
      
      Enter the Provider, License No., and optionally, Memo and Footer.
      Select the New Line Item button:and a New Invoice Line side panel will open to enter: 
      • Description (default is blank) 
      • Quantity (defaults to 1)
      • Unit Price (defaults to $0.00). 
        
        Select Save and the line item will be added to the draft invoice. 
        
        
         
   2. Adding Line items from Appointment/Contact
      Select the Add Appointment/Contact button:
      A list of the client's appointments and contacts will display → select one to add it as a line item. Repeat to add additional items. 
      
      Line items include: 
      • Description: Activity - Date (YYYY-MM-DD) - Duration (minutes) 
      • Provider (worker) and License No. (if recorded in Worker Manager) will auto-populate
      • Add a Memo or Footer as needed. 
        
        
         
7. Edit or remove line items (Draft only):
   1. Select a line item to open the Edit Invoice Line side panel. 
   2. Edit the Description, Quantity, or Unit Price → select Save. 
      
      *Once saved, the line item becomes read-only. 
      
      Additional Options: 
      • Linked Appointment or Linked Contact → Opens the record in a new browser tab
      • Delete → removes the line item from the invoice
        
        
         
8. Select Save on the draft invoice and the Status updates to Open, and the invoice is no longer editable. 

Open Invoice 

Once an invoice is Open, the following actions are available:

1. Send Invoice: Emails a PDF copy of the invoice to the Bill To email address.
   • This button will not appear if the client does not have an email address saved to their dataset. 
   • After sending, the button will update and display as:
      
     • Below is an example of the email a client will receive. The client can select Pay this Invoice to pay online. See #2 Pay Online below. 
       
       
        
2. Pay Online: Opens the Stripe checkout page for this invoice.

   • This button appears only if Stripe onboarding is complete. 

   • Enter Payment method details and select Pay. 
     
     
      

3. Pay In-Person: Opens the Stripe Terminal in‑person payment flow.

   • This button appears only if Stripe onboarding is complete.

   • Terminal readers will appear once configured. 
     
     Select the Card Reader:
     
     
     Status will be Pending... while connecting. Once connected, the following will display:
     
     At this time the client can tap their Credit/Debit card for payment. 
     • If successful, the payment will be added to the invoice. If it fails, the reason will display in the Status field and the reader should display a similar message.
        
4. Void: Voids the invoice. 
   • Use this if the invoice contains an error.
   • All associated ledger entries are reversed.
      
5. Invoice PDF: Downloads a PDF copy of the invoice. 
   1. Selecting Pay online from the PDF will direct the user to checkout. See #2 Pay Online above. 
      
      
       
6. Record a Manual Payment:
   In the Payments section select the Add Payment button:  
   
   
    
7. A New Invoice Payment side panel opens.
   1. Payment Date defaults to the current date/time. The payment date can be any date between the issue date and the current date. 
       
   2. Select Payment Type: Cash, Cheque, or Card. 
       
   3. Amount: auto-populated from the total amount of the invoice line item(s). This field is read-only as only full payments can be processed. 
       
   4. Reference: appears on the receipt. For example, enter a cheque number or other details that should be added to the receipt. 
       
   5. Description: internal notes only; does not appear on the receipt.
       
   6. Select Save.
      
      
       

Paid Invoice

1. The invoice updates with the Payment Date, Payment Details, Status, and Amount.
   
   Buttons update to:
   • Send Receipt (with dropdown: Send Receipt / Send Invoice) 
   • Receipt PDF (with dropdown: Receipt PDF / Invoice PDF)
     
     
      
2. Select the payment line as outlined in the screenshot above to review the Payment Details.
   
   Select Refund or Close as applicable. 
   
   
   • Payment Details for transactions processed through Stripe include the Payment Method listed beneath the Status. 

Example of Receipt: 


To enlarge images: right click on any image → select Open image in new tab.

Related Article: In-House Invoices: Voiding & Refunding Invoices