Invoicing

Send professional invoices to your customers directly from SeroBook. Track payments, set up automatic reminders, and manage your billing with ease.

Creating Invoices

There are several ways to create invoices in SeroBook:

From a Booking

1. Open the booking details page
2. Click Create Invoice in the actions menu
3. The invoice is pre-filled with the booking's service, price, and customer information
4. Review and adjust any details as needed
5. Click Save or Send

Standalone Invoice

1. Navigate to Invoices in the sidebar
2. Click New Invoice
3. Select a customer from your database or enter details manually
4. Add line items, quantities, and prices
5. Set the due date and any notes
6. Save as draft or send immediately

Invoice Templates

Customize your invoices to match your brand and save time with reusable templates:

• Default Template – A clean, professional layout that works out of the box
• Custom Templates – Create templates with your logo, colors, and default terms
• Template Fields – Customize which fields appear on the invoice
• Footer Text – Add payment terms, thank-you messages, or legal notices

Configure your invoice template under Settings → Invoices → Template. Changes apply to all future invoices.

Template Customization Options

• Logo – Upload your business logo (displayed in the header)
• Colors – Set accent colors for headings and highlights
• Business Details – Company name, address, phone, and registration number
• Payment Instructions – Specify how customers can pay (auto-filled for online payments)
• Terms & Conditions – Standard terms displayed at the bottom of every invoice

Sending Invoices

Invoices can be delivered to customers in multiple ways:

• Email – Send directly from SeroBook with a secure payment link included
• Share Link – Copy a unique invoice URL to share via any channel
• PDF Download – Download a PDF to print or attach to your own email

Email Invoice Options

When sending by email, you can customize the message:

• Edit the subject line and body text
• Include a personalized message to the customer
• CC additional email addresses (e.g., an accountant)
• Schedule the email to be sent at a specific time

Payment Tracking

Track the status of every invoice from your dashboard:

Invoice Statuses

• Draft – Invoice created but not yet sent to the customer
• Sent – Invoice has been emailed or the link has been shared
• Viewed – Customer has opened the invoice (email tracking)
• Paid – Payment has been received and confirmed
• Partially Paid – A partial payment has been made (e.g., deposit)
• Overdue – The due date has passed without full payment
• Void – Invoice has been cancelled and is no longer valid

Filter your invoices by status using the tabs at the top of the Invoices page. Use the search bar to find invoices by customer name, invoice number, or amount.

Overdue Reminders

Automate follow-ups for unpaid invoices so you don't have to chase payments manually:

1. Go to Settings → Invoices → Reminders
2. Enable Automatic Reminders
3. Configure when reminders are sent:
   • Before Due – Send a reminder 3 days before the due date
   • On Due Date – Send a reminder on the day the invoice is due
   • After Due – Send follow-ups at 3, 7, and 14 days overdue
4. Customize the reminder email template
5. Set a maximum number of reminders per invoice

Invoice Numbering

SeroBook automatically generates sequential invoice numbers. You can customize the numbering format to match your accounting system:

• Prefix – Add a prefix like "INV-" or "SB-" (e.g., INV-0001)
• Starting Number – Set the starting number if you're migrating from another system
• Date Format – Include the year/month in the number (e.g., INV-2025-0001)
• Auto-Increment – Numbers increment automatically with each new invoice

Configure numbering under Settings → Invoices → Numbering.

Tax and Line Items

Configure taxes and add detailed line items to your invoices:

Tax Settings

• Tax Rate – Set a default tax rate (e.g., 10% GST, 20% VAT)
• Multiple Tax Rates – Apply different rates to different line items
• Tax-Inclusive Pricing – Choose whether prices include or exclude tax
• Tax ID Display – Show your business tax/VAT number on invoices

Line Items

• Add multiple services or products to a single invoice
• Set individual quantities and unit prices
• Add line-item descriptions for clarity
• Apply discounts (percentage or fixed amount) to individual items or the invoice total
• Reorder line items by dragging and dropping

Batch Invoicing

Generate multiple invoices at once to save time when billing many customers:

1. Navigate to Invoices → Batch Create
2. Select a date range for the bookings you want to invoice
3. Choose which customers to include (or select all)
4. Review the generated invoices in a preview list
5. Adjust any individual invoices if needed
6. Click Create All to generate the batch
7. Optionally send all invoices immediately or save as drafts

Batch Invoicing Best Practices

• Review each invoice in the batch before sending to catch any errors
• Use a consistent due date for all invoices in a batch (e.g., 14 days from send date)
• Send invoices at the beginning of the week for higher open rates
• Follow up with a batch reminder if multiple invoices become overdue

Invoice History and Reporting

Access your complete invoice history for reporting and accounting:

• Invoice List – Browse all invoices with sorting and filtering options
• Revenue Reports – View total invoiced amounts by month, quarter, or year
• Outstanding Balance – See total unpaid amounts at a glance
• Export – Download invoice data as CSV or PDF for your accountant
• Customer History – View all invoices for a specific customer from their profile

Exporting Invoice Data

Export your invoices for external accounting software:

1. Go to Invoices → Export
2. Select the date range and status filters
3. Choose your export format (CSV for spreadsheets, PDF for records)
4. Click Download

The CSV export includes all invoice details: number, date, customer, line items, tax, total, status, and payment date.

Next Steps

Explore related payment and billing features:

• Setting up Stripe – Connect your payment processor
• Subscription plans – Compare SeroBook plans and features
• Usage limits – Understand your plan's email and invoice quotas
• Customer management – Manage customer records and billing details