Sale or invoice? The difference
The renewed register corrects an important distinction. What used to be called an invoice in the register is really just a sale: a record of what a customer purchased and paid for. After a payment, Salonized automatically creates a receipt.
A real invoice is something else: a formal financial document that has to meet specific requirements (an address must always be on it, for example) and that you issue when a customer or business asks for one. That is why invoicing now has its own separate flow with its own button: Issue invoice. You always link a customer to it, and Salonized generates the correct document with the correct layout.
This is especially useful if you work with business or medical customers: the new flow is much better suited to that than before.
When do you issue an invoice?
You simply create a sale and check it out; the customer automatically receives a receipt. For most transactions that is enough.
Does a customer or business ask for an official invoice? Then you issue one from the sale with a few clicks.
You don't necessarily have to pay off the sale in full first: you can also issue an invoice for a sale that is still (partly) outstanding, with a due date.
Before you start: what do you need?
An invoice requires a customer profile with address details. Without a customer or without a complete address you cannot issue the invoice; Salonized points this out during the steps.
Standard invoice: the customer must have an address (street, postal code and city).
Medical invoice: besides the address, the customer's date of birth, personal registration number and insurance provider are also required.
Missing details? Then you'll see the Add missing info option, which lets you complete the customer's details right away.
Step by step: issuing an invoice
1. Open the sale
Go to Register > Sales (or to a customer profile) and click the sale you want to issue an invoice for. In the actions, click Issue invoice.
Don't see this option? Then an invoice has already been issued for this sale (there can only be one invoice per sale), or you don't have permission to issue invoices.
2. Check the customer
The linked customer is shown at the top. Salonized automatically checks whether all required details are present:
No customer linked yet? Then add one.
Is the address missing (or, for a medical invoice, the date of birth, personal registration number or insurance provider)? Click Add missing info to complete the details.
3. Check the invoice details
In the Invoice details block you'll see:
Sale date – the date of the original sale.
Issue date – the date the invoice is issued (today).
Due in – the number of days within which the invoice must be paid (the payment term). This is set to 14 days by default; adjust it if needed.
4. Check the items
Under Items you see exactly what will appear on the invoice: the description, the employee, the quantity, the price (excl. VAT) and any discount. Below that are the Subtotal, the VAT breakdown and the Total, plus the payments already made and any outstanding amount.
5. Click "Review"
Click Review in the bottom right. You now go to the final step, where you check everything once more.
Please note: "Once issued, this invoice cannot be changed. Review the preview carefully — Edit the sale before issuing invoice if needed." Is something incorrect? Then go back, close the flow and adjust the sale first.
6. (Optional) Send the invoice straight to the customer
In this step you can email the invoice right away. Turn on the Send to customer option and check or fill in:
the customer's email address,
the subject,
a message.
Leaving this off? Then the invoice is only issued and you can still view, print or send it later.
7. Review the preview and issue the invoice
Review the preview of the invoice carefully. Then click:
Issue invoice – if you only want to create the invoice, or
Issue invoice and send – if you turned on sending in step 6.
Confirm the message "Are you sure you want to issue this invoice?". You'll see the confirmation "Invoice issued".
Where do I find the invoice?
The issued invoice appears on the sale under Documents, next to the receipt. There you can always open, print or (re)send the invoice to the customer. A single sale can have several documents this way: a receipt on payment, an invoice you issue, and — after an adjustment or credit — a correction receipt or credit invoice.
When is a credit invoice created?
As soon as a sale has an invoice attached to it, a credit invoice is created automatically when you adjust or refund that sale afterwards. This happens in two situations:
When crediting – when you refund (part of) the sale via Credit sale.
When correcting – when you edit an already completed sale via Edit sale.
Which document is created depends on what the sale already has: if the sale has an invoice, it becomes a credit invoice (an invoice with a negative amount). If the sale only has a receipt and no invoice yet, it becomes a correction receipt. If a sale has both a receipt and an invoice, the invoice takes priority and you get a credit invoice.
The credit invoice refers to the original invoice and appears on the sale under Documents. This keeps your records consistent: the original invoice remains and is corrected with a credit invoice rather than changed or deleted.
Read a more detailed description about crediting here.
Good to know
An issued invoice can no longer be changed. So check everything carefully in steps 5 and 7. Is something incorrect? Then adjust the sale first (or credit the sale) and issue a new invoice afterwards if needed.
You can issue one invoice per sale.
Your existing, historical sales and reports remain intact; the new invoice flow applies to new invoices.