Use manual invoicing when you need complete control over which visits land on a bill, or when you must invoice for non-visit items (products, fees, etc.). Everything happens at Billing › Invoices. For fully automatic cycles, see Auto Invoicing.

Start a new or add to an existing invoice

  1. Click New Invoice.

  2. Choose the Client.

  3. The portal lists that client’s uninvoiced visits, oldest to newest.

  4. Select boxes for individual visits or the month-level box to grab an entire month.

    • Create Invoice – builds a new invoice with the selected visits.
    • Add to Invoice – if the client already has open invoices, you can drop the visits onto one of them.
    • Do Not Invoice – tells the portal to ignore those visits for billing (you can undo by bulk editing the visits → Invoiced = No).


Need to fix a visit first? Click its Edit icon, adjust price, pay, surcharge, etc., then return and select it.

Request a deposit (Optional)


A deposit is always treated as payable the moment the invoice is created:

  • Invoice Date = Deposit due.

    The client will see the deposit amount listed as the Deposit Due.

  • Due Date = Balance due.

    Anything remaining—including the deposit, if still unpaid—rolls into the regular balance on that date.


Because of this logic, do not set the Due Date to the deposit-deadline you have in mind; doing so erases the deposit phase entirely (once the due date passes, the whole invoice is due at once).


Setup paths

  • Portal-wide default – Billing › Billing Settings › General › Default Terms

    Example: enter “25 %” or “$50” and every new invoice starts with that deposit amount.

  • Per invoice – open any invoice and edit the Deposit field (or Bulk Edit invoices).


Once the deposit is paid the invoice automatically recalculates, showing only the remaining balance until the overall due date.

Review, adjust, then Send

A freshly created invoice is Unsent (hidden from the client). Use this window to:

  • Adjust visit prices or tips.

  • Merge or split invoices (see Making Changes to Invoices).

  • Confirm due date and terms.


Select the invoice(s) and use the Send Invoice action when ready; the invoice appears in the client’s portal and triggers notification/reminders/auto-charge logic. Manually setting Status = "Sent" will initiate the logic, but not notify the client.

Collect payment

  • Manual charge – on Billing › Invoices select the invoice, click Charge (card on file required).

  • Auto-charge – ensure auto-charge settings are enabled (see Charging Credit Cards).

  • Failed attempt alerts – turn on Invoice charge attempt failed under Communication › Communication Settings › Clients to email/SMS the client when a card declines.

Quick reference links