Invoices & Estimates

This feature will be available in Inspire by STX v4.7 coming in August 2026.

Invoices & Estimates makes it easy to quote a client for services, send the quote by text or email, collect payment, and book the services once the required payment has been received.

With this feature, you can:

Send an Estimate for a client to review and accept.
Convert an accepted Estimate into an Invoice automatically.
Send an Invoice directly by text or email.
Set a Minimum Amount Due to Book.
Set expiration and due dates.
Collect full or partial payments.
Book the services associated with an Invoice once the required payment has been received.

Before getting started: Set up your default preferences in Setup > Setup Invoice Management.

Send an Estimate

Use an Estimate when you want to provide a client with a quote for services before they accept the work.

Go to Checkout.
Add the Client and Items to the ticket.
Select the Payments tab.
Click Send Estimate.
Enter the Minimum Amount Due to Book.
- This is the amount the client will need to pay before the services associated with the Estimate can be booked.
Confirm or edit the Expiration Date.
- This is the date by which the client must accept the Estimate.
Choose Send via Text or Send via Email.
- Confirm or edit the phone number or email address, if needed.
Enter any Invoice Notes.
- The Appointment Note will automatically be added here and included on the Estimate.
Click Send.

Note: 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.

What happens next?

The client will receive the Estimate with the option to accept it before the expiration date. Once the Estimate is accepted, it automatically becomes an Invoice.

Send an Invoice

Use an Invoice when you are ready to request payment from the client.

Go to Checkout.
Add the Client and Items to the ticket.
Select the Payments tab.
Click Send Invoice.
Enter the Minimum Amount Due to Book.
- This is the amount the client must pay before the services associated with the Invoice can be booked.
Confirm or edit the Expiration Date.
- This is the date the Invoice must be paid by.
Choose Send via Text or Send via Email.
- Confirm or edit the phone number or email address, if needed.
Enter any Invoice Notes.
- The Appointment Note will automatically be added here and included on the Invoice.
Click Send.

Note: Once at least the minimum amount due to book has been paid, the ticket will display the option to book the appointment.

Booking Services From an Invoice

Once the Minimum Amount Due to Book or Full Amount Owed has been paid, you can schedule the services associated with the Invoice.

Go to the Checkout List.
Select Invoices.
Search for and select the Invoice you want to schedule.
Open the Payments tab on the ticket.
Select Find Appt.
The Find Appointment page will open with the client and services from the Invoice already selected.
Search for and select an available appointment time.

Note: After the client Checks In; Any payment already collected will remain on the ticket. The client can then pay the remaining balance due.

Invoice & Estimate Flow

Estimate Created → Sent to Client → Client Accepts Estimate → Estimate Becomes an Invoice → Minimum Amount Due is Paid → Services Can Be Booked → Client Checks In → Remaining Balance is Paid

Frequently Asked Questions

How can I find an Estimate or Invoice?

Go to the Checkout List and select the Estimates or Invoices tab.

You can search using:

Client name
Service
Ticket number
Amount

You can also locate the Estimate or Invoice from the Client Card > Tickets tab.

Do I have to select a client to send an Invoice or Estimate?

Yes. A client must be selected before an Invoice or Estimate can be sent.

What if the Estimate has expired or the Invoice is past due, but I still want to honor it?

No problem. Open the original ticket and select Send Estimate or Send Invoice again.

Enter a new expiration or due date, then click Send.

Can I send multiple Estimates?

Yes. Create a separate ticket for each Estimate you would like to send.

Can I accept a partial payment using an account balance, gift, cash, or another payment method?

Yes. Apply the partial payment to the ticket as you normally would.

When the client opens the online payment option, the remaining balance due will be displayed.

Does the client have to pay online?

NO. You can send an Invoice or Estimate and still accept payment on the ticket using your traditional checkout process.

How are expiration and due dates determined?

Your default expiration and due date settings are configured under Setup Invoice Management.

These defaults can be adjusted when sending an Estimate or Invoice.

How is the Minimum Amount Due to Book determined?

The default Minimum Amount Due to Book is configured under Setup Invoice Management.

The amount can be adjusted when sending the Estimate or Invoice.

Can I leave the expiration date, due date, or Minimum Amount Due to Book blank?

Yes. Simply remove the setting if you do not want to require it.

Is integrated credit card processing required to use Invoices & Estimates?

NO. Integrated credit card processing is not technically required to create and send Invoices or Estimates.

Without integrated processing, the feature can still be used to send quotes. However, one of the primary benefits of Invoices & Estimates is allowing clients to conveniently make payments online.