Automated Invoices for Businesses Made Simple

Automated invoices for businesses

hey there it's Valerie welcome to the Moto press YouTube channel if you've been searching for an easy way to handle your invoicing your in lock today we're introducing the brand new PDF invoices extension for the appointment booking plugin which is packed with features that will save your time and streamline your workflow stay tuned if you want to generate an invoice like this automatically brand it and send straight to your clients I will show you how to use the brand new PDF invoices extension for the appointment booking plugin this adding lets you automate the entire invoicing process that means no more manually creating and sending invoices after every booking instead your clients will automatically receive a professional branded invoice with your logo and business details right after they make an appointment and it doesn't stop there you can easily customize your invoices to fit to your brand manage everything from your WordPress dashboard and even set up sequential invoice numbering to keep all your invoices organized plus clients can download their invoices directly from the booking confirmation page or receive them via email as attachments because the invoices update dynamically any changes to a booking like payment status will be automatically reflected want to see how easy it is to set this up stick around and I'll walk you through everything step by step so let's get started before we dive into the PDF invoices extension let's cover what you need to get started first and foremost you'll need a functioning WordPress installation make sure your WordPress version is up to date to avoid any compatibility issues what's more you should go to the plugin section to ensure that you have appointment booking 2.1.1 or greater installed and activated on your WordPress side the PDF invoices extension is designed to work seamlessly with that also you'll need a valid license key to activate the PDF invoices extension uh which you can obtain from the moo press website when you purchase the extension and once you have all the requirements in place let's go through the installation process in the plug-in section click on add new search for the PDF invoices extension and once you find it click the now button then activate the plugin now you should go to appointments then navigate to settings and open the Integrations Tab and once you're there click on invoices here in the attached invoice to mail section you'll select who should receive the invoice as an attachment so you need to check the box to enable automatic delivery you pick your invoice recipients based on the booking confirmation preferences you set in appointments under settings in the general section where you'll find confirmation mode want a more customized touch you can also add the the PDF invoice tag directly into any email template just go to the emails tab open the template you need and paste the tag where it fits best simple as that after that uh you can add your invoice title then you give your invoices a unique number format by mixing text with any of the available tags to find the invoice tags uh look under available tags just copy the ones you need and paste them into the invoice format number format field so you can incorporate the unique booking ID into your invoice number you can add the day of the month to the numbering it's possible to include the month number in your format too you can also use the last two digits of the year you can consider adding the time of day in a 24hour format to if you want to generate unique sequential invoice numbers you can use the invoice ID tag simply copy and paste this tag into the invoice number format field so uh you might be wondering why sequential invoice numbering is so important well here are some reasons sequential numbering allows for easy tracking of invoices and when each invoice is assigned to you to a unique consecutive number it helps you keep a clear record of all transactions and this is particularly useful during audits or when clients have inquiries about their billing history using sequential numbers as a level of professionalism to your invoices and it shows clients that you have a well organized system in place also a clear and systematic approach to invoicing enhances your credibility and builds trust with your customers also it helps prevent duplica inv voices when each invoice is uniquely numbered there is less chance of confusion or errors ensuring that clients receive the correct billing information without any mixups in some regions businesses are required to use invoices with uh sequential numbering for text and Regulatory purposes and having a well structured invoicing help you stay compliant with local laws and regulations safeguarding your business from potential legal issues and last but not least with PDF invoices extension you have the flexibility to customize the numbering format using various tags such as booking ID date and year and this means you can tailor your numbering system to best suit your business needs while still maintaining sequential Integrity if you're using the sequential invoice ID tag make sure to set a starting number in the field provided once that's set every new booking will get its own sequentially increasing number now that we understand the importance of sequential invoice numbering let's dive into how you can make the invoice truly yours by adding in all those little branding touches here what you'll need to include so first of all company logo the company logo adds a visual touch to make it memorable and you can easily add it to your template company name so clients know exactly who's sending them this document company information think address and other essential details so some additional information can include legal bits helpful links anything you'd like displayed at the bottom of the invoice these details bring your invoice to Life Giving clients a polished on brand experience and with the invoice link on confirmation page setting you can add a direct download link uh for the invoice right on your website's booking confirmation page this way as soon as clients complete their booking they can view and download the invoice directly from their browser simple convenient and write at their fingertips in our case we'll see this link right in the booking Wizard and finally you can pick fonts that match your Brand's WIP and you'll also need to enter your license key paste your key into the designated field and this tab is crucial to getting support and unlocking automatic add-on updates and now we are ready to save the changes and before we dive into the managing invoices from the admin dashboard let's see how the PDF invoices extension works from your client's perspective let's walk through a step by step of the book booking process and see how the PDF invoices feature functions in real time first I visit a website as if I'm a client once there I navigate to the booking Wizard and select the service I want to book then I go ahead and choose a date and time that suits me and during the next stab I can add more reservations or click next if you're logged in your info like name email and phone number is prefilled and ready to go so I can bra through the form next it's time to confirm my appointment here is where the PDF invoices extension steps in upon confirmation the system will automatically generate an invoice and send it directly to the email address you provided during uh booking additionally if you've enabled the option A download link will appear on the booking confirmation page so clients can view and download the invoices directly from the booking form right after they schedule an appointment with you once you've confirmed the appointment check the email address you used you should find a neatly formatted invoice there complete with the company branding and all the relevant booking details ready to take a pick at customer invoices right from your dashboard here is how to access and manage those invoices quickly and easily First St just hover over the booking you need in your list of all bookings with a quick click you'll have access to that customer's invoice in seconds want a close look open the specific booking you're interested in then just hit the generating voice button and it's that simple here's the neat part invoices are created for every booking whether it's paid or not and if a booking is updated maybe it's get paid or other details change the inv voice updates automatically to stay accurate with these options you are all set to manage invoices like a pro right from your WordPress dashboard you can view download or even resend invoices as needed ensuring you have full control over your billing process and there you have it with the PDF invoices extension for the appointment booking plug-in you can automate the invoicing process ensure professional branding and keep your financial records organized by implementing sequential invoice numbering and setting up automatic email sending you'll save valuable time while providing an excellent experience for your clients plus the ability to customize your invoices means that your business will stand out with a every transaction if you haven't ready be sure to get the PDF invoices adding today and elevate your invoicing process thanks for watching and don't forget to like share and subscribe for more helpful tips and tutorials bye