Invoices & Estimates
This feature will be available in Inspire by STX v4.7 coming in August 2026.
Invoices & Estimates
Invoicing & Estimates is a great feature to be able to quote your customers for the work, have them accept the proposal and require a minimum amount to book.
To get started, first setup your preferences in Setup Invoice Management. Then follow these steps to send invoices or estimates to your clients:
Send an Estimate
- Go to Checkout
- Add a Client and Items to the ticket
- Go to Payments Tab
- Click Send Estimate
- Select the Minimum Amount Due to Book
- The Minimum Amount Due to Book is the amount required to book a service associated with the estimate / invoice.
- Confirm or edit the Expiration Date
- This is the date the estimate has to be accepted by.
- Select to send via Text or Email
- Enter or Edit the phone number or email if needed
- Enter Invoice Notes
- The Appointment Note will automatically add itself here and be on the Estimate.
- Click Send
The estimate will then be sent to the client with an option to accept before the expiration date. Once an Estimate is accepted, it becomes an Invoice.
Send an Invoice
- Go to Checkout
- Add a Client and Items to the ticket
- Go to Payments Tab
- Click Send Invoice
- Select the Minimum Amount Due to Book
- The Minimum Amount Due to Book is the amount required to book a service associated with the invoice.
- Confirm or Edit the Expiration Date
- This is the date the invoice has to be paid by.
- Select to send via Text or Email
- Enter or Edit the phone number or email if needed
- Enter Invoice Notes
- The Appointment Note will automatically add itself here and be on the Estimate.
- Click Send
Once the minimum amount due to book is paid, the ticket will show a Book Appointment button on the ticket.
Booking an Invoice Service
Once the minimum amount due to book is paid, you can book the services associated with the ticket using these steps:
- Go to Checkout List
- Select Invoices
- Search and Select an Invoice to schedule
- Click on the Payments tab from the Ticket
- Select Book Appointment
- The Find Appointment page will open, assuming the client & services from the invoice.
- Search and Select an Appointment time.
Once the client checks in for the service, the existing payment will be on the ticket and the remaining balance due can be paid.
FAQs
How can I find an Estimate or Invoice?
Go to Checkout List and select the tabs for Estimate or Invoice, then search by client name, service, ticket number or amount. Additionally, you can go to the Client Card > Tickets tab too.
Do I have to select a client to send an Invoice or Estimate?
Yes, it is required to select a Client to send an Invoice or Estimate.
What if it is past their expiration or due date, but I still want to honor it?
No problem, simply click Send Estimate or Send Invoice again from the original ticket. Assign the new due date or expiration date and click Send.
Can I send multiple estimates?
Sure! Simply create multiple tickets and send an estimate for each of them.
What about partial payments using account balance usage, gifts, cash, etc?
No problem, simply add the partial payment to the ticket. The remaining balance due amount will show when the client tries to pay the remaining balance online.
Does the client have to pay online?
Nope, you can send an invoice or estimate and then pay the ticket just as you do traditionally.
How does it know when it expires or is past due?
The Setup Invoice Management page has defaults to automatically set those values.
How does it know what the minimum amount due is?
The Setup Invoice Management page has defaults to automatically set those values.
Can I leave expiration date, due date or minimum amount due blank?
Yes.
Related Articles
Setup Invoice Management
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