How to create, send, and manage invoices with AACore Booking
By AACore Team
An invoice should make the amount, services, and next step clear to the customer. AACore Booking gives a service business a connected way to create, send, update, and track invoices without separating the payment record from the customer and service history.
Watch the video walkthrough
Watch this tutorial on YouTube
Open the invoice workspace
From the business menu, open Invoices. The invoice list helps the business review previously created invoices and use available filters to locate a specific customer or invoice.
Before creating a new invoice, confirm that the business and customer information is accurate. An invoice is part of the customer record, so clear information at the beginning reduces confusion later.
1. Select or create the customer
Choose an existing customer record when available. For a new customer, create a record with the customer's name, email address, and phone number. Verify the email address before sending because the invoice and related notifications depend on it.
2. Add invoice items
Invoice items can come from predefined services or be entered as custom items. Review the description, quantity, rate, discount, tax, and total fields that apply to the invoice.
Use a customer-facing note for information the customer should see, such as what the invoice covers or a short payment instruction. Use the internal note for business-only context. Internal notes are not shown to the customer.
3. Review the amount and due date
Before sending, check every line item and the final amount due. Confirm the invoice date and due date. If the invoice was created from an appointment, make sure the service details still match the work that was completed or agreed.
A clear invoice is easier to approve and reduces follow-up questions.
4. Send the invoice
When the invoice is ready, send it to the customer. The customer receives an email notification with invoice information and can sign in to review the unpaid invoice in AACore Booking.
The business can also download a PDF copy for its records. Review the PDF if the customer requests a printable version or if you need to confirm how the invoice appears outside the platform.
5. Update or resend when needed
If an invoice needs a correction, open it, make the necessary changes, and resend the updated version. Avoid creating a second invoice for the same work unless that is the intended accounting action.
Keep the customer informed when a material amount, line item, or due date changes.
6. Process or track payment
If a customer calls and wants the business to process a payment, use the available Process Payment workflow and follow the authorization steps shown in the platform. For customer self-service, the customer can open the invoice and pay online when the business has enabled Stripe card payments.
Card processing is handled through the connected Stripe setup. AACore Booking does not store customer card numbers in the application.
After a successful online payment, the invoice moves to paid history, the customer receives a receipt, and the business receives a payment notification.
See what the customer experiences when reviewing and paying an invoice.
Use invoices as part of the customer journey
The value of the invoice workflow is not only the document. It is the connection among the customer, service, appointment, amount due, payment status, receipt, and business notification.
Create an AACore Booking business account to begin organizing services, customers, appointments, invoices, and payments in one web-based platform.
Video guide: invoice views, filters, and payment options
For a tour of the invoice workspace, watch the Invoices and Payments desktop tutorial or the vertical version. Use status, source, and date filters to narrow the list before concluding an invoice is missing.
Stripe onboarding is a separate setup task. Read how to set up Stripe online payments before relying on online card payment or deposit options. Payment status and an actual payment receipt should be checked separately from whether an invoice has been sent.