Setup Invoice Management

Setup Invoice Management

Setup Invoice Management allows your business to customize how Invoices and Estimates work in Inspire.

From this area, you can:
  • Enable Invoices and Estimates
  • Set invoice due dates and estimate expiration dates
  • Require a minimum payment before booking from an estimate
  • Allow clients to add a tip when paying an invoice
  • Add additional information to Invoices and Estimates
  • Customize the text and email messages sent to clients
  • Automatically send reminders for unpaid Invoices or unaccepted Estimates
  • Receive email alerts when an Invoice is paid
To get started, go to:

Setup > Setup Invoice Management

Setup Invoice Management includes four tabs:

Preferences | Invoice Messages | Estimate Messages | Invoice Payment Alerts

Preferences

The Preferences tab controls the main settings for Invoices and Estimates.



Invoice Preferences

Enable Invoices

Enable this checkbox to use Invoices. Once enabled, the Invoice option will be available from Checkout.

Invoices Due Within ___ Days

Enter the number of days clients have to pay an Invoice.

Inspire will use this number to automatically set the Invoice Due Date. The worker can edit or remove the date from Checkout when needed.

Enable Tips During Invoice Payment

Enable this option to allow clients to add a tip when paying their Invoice online.

Clients can select:
  • 15%
  • 20%
  • 25%
  • Other — allows the client to manually enter a tip amount
Invoices Additional Text

Use this area to add additional information that you would like displayed on your Invoices.

This is a great place to include information such as:
  • Payment terms
  • Policies
  • Additional payment instructions
  • Business-specific information
Your business logo, name, address, phone number, and email will also display at the top of the Invoice.

Estimate Preferences

Enable Estimates

Enable this checkbox to use Estimates from Checkout.

NotesNote: Invoices must also be enabled to use Estimates because an accepted Estimate can become an Invoice.

Estimates Expire After ___ Days

Enter the number of days an Estimate will remain valid.

Inspire will automatically calculate the Estimate Expiration Date based on the number entered. The worker can edit or remove the expiration date from Checkout when needed.

Minimum Amount Due to Book

Enable this option if you would like to require a payment before an appointment associated with the Estimate can be booked.

Enter the percentage that must be paid and choose what the percentage should be based on:
  • Ticket Total
  • Service Total
  • Product Total
Example: If you enter 50% and select Service Total, the client must pay 50% of the service total before the associated appointment can be booked.

Estimates Additional Text

Use this area to add additional information that you would like displayed on your Estimates.

This can be used for Estimate terms, policies, expiration information, or other details you would like the client to see.

Invoice Messages

The Invoice Messages tab allows you to customize the text messages and emails clients receive when an Invoice is sent.

You can also set up automatic reminders for unpaid Invoices.




Initial Invoice Messages

These messages are used when an Invoice is first sent to the client.

Merge Fields

Merge Fields automatically add information from Inspire into your message.

Available Merge Fields include:
  • Client First Name
  • Client Last Name
  • Invoice Link
  • Ticket Number
  • Due Date
  • Company Name


Merge Fields allow Inspire to automatically add specific client, business, or Invoice information into your messages.

Select the Merge Field you would like to use from the drop-down menu. The selected Merge Field will appear next to the drop-down. Copy the Merge Field and paste it into the Text
Message, Email Subject, or Email Message where you would like the information to appear.

When the Invoice is sent, Inspire will automatically replace the Merge Field with the correct information.

Example: If you copy and paste {{ClientFirstName}} into your message, Inspire will automatically replace it with the client’s first name when the message is sent.

Initial Invoice Text Message

Customize the text message the client receives when the Invoice is first sent.

Initial Invoice Email Subject

Customize the subject line of the initial Invoice email.

Initial Invoice Email Message

Customize the email message the client receives when the Invoice is first sent.

Invoice Reminder Messages

Use Invoice Reminders to automatically follow up on unpaid Invoices.

Send Reminder After ___ Days

Enable the checkbox and enter the number of days Inspire should wait before automatically sending a reminder for an unpaid Invoice.

You can then customize the:
  • Invoice Reminder Text Message
  • Invoice Reminder Email Subject
  • Invoice Reminder Email Message
InfoTip: Merge Fields can also be used within your reminder messages to automatically include client and Invoice information.

Estimate Messages

The Estimate Messages tab allows you to customize the text messages and emails clients receive when an Estimate is sent.

You can also set up automatic reminders for Estimates that have not yet been accepted.



Initial Estimate Messages

These messages are used when an Estimate is first sent to the client.

Merge Fields

Use Merge Fields to automatically add information from Inspire to your Estimate messages.

Available Merge Fields include:
  • Client First Name
  • Client Last Name
  • Estimate Link
  • Ticket Number
  • Due Date
  • Company Name


Select the Merge Field you would like to use from the drop-down menu. The selected Merge Field will appear next to the drop-down. Copy the Merge Field and paste it into the Text Message, Email Subject, or Email Message where you would like the information to appear.

When the Estimate is sent, Inspire will automatically replace the Merge Field with the correct information.

Example: If you copy and paste {{ClientFirstName}} into your message, Inspire will automatically replace it with the client’s first name when the message is sent.

Initial Estimate Text Message

Customize the text message the client receives when the Estimate is first sent.

Initial Estimate Email Subject

Customize the subject line of the initial Estimate email.

Initial Estimate Email Message

Customize the email message the client receives when the Estimate is first sent.

Estimate Reminder Messages

Send Estimate Reminder After ___ Days

Enable the checkbox and enter the number of days Inspire should wait before automatically sending a reminder for an Estimate that has not been accepted.

You can customize the:
  • Estimate Reminder Text Message
  • Estimate Reminder Email Subject
  • Estimate Reminder Email Message

Invoice Payment Alerts

Invoice Payment Alerts can notify your business by email when a client makes a payment toward an Invoice.


Enable Send Email Alerts for Invoice Payments and enter the email address that should receive the notification.

To notify more than one person, enter multiple email addresses separated by a comma.

Example: owner@yourbusiness.com, manager@yourbusiness.com 
InfoTip: Add anyone who needs to know when Invoice Payments are received, such as an owner, manager, or front desk team member.

Save Your Settings

Once you have finished setting up your Invoice and Estimate preferences, messages, reminders, and alerts, click Save.

InfoTip: Take a moment to review your client-facing messages before saving. Merge Fields make it easy to personalize your messages while allowing Inspire to automatically add important information such as the client's name, Invoice or Estimate number, due date, and payment link.