Invoices

Create professional invoices for corporate clients and individuals, track payments, and send automated reminders — so you get paid on time without chasing up manually.

Where to find it — Web: Sidebar → Invoices (under Money). Mobile: More → Invoices.

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Overview

Invoices let you:

• Create itemised invoices for corporate clients (businesses) or individual customers
• Add line items with quantities, unit prices, and descriptions
• Automatically calculate GST (AU/NZ) or VAT (UK) based on your venue's country
• Set payment terms with configurable due dates
• Send invoices by email with a professional branded template
• Record payments as they come in — by bank transfer, card, cash, cheque, or other methods
• Track invoice status from draft through to paid, with overdue detection
• Send payment reminders to clients with outstanding balances
• Get AI-suggested line items when creating an invoice (PRO)
• Draft AI-powered payment reminder emails (PRO)
• Manage corporate clients with saved billing details, addresses, and default payment terms

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Corporate clients

Corporate clients are businesses you invoice regularly. Setting up a corporate client saves their billing details so you do not need to re-enter them each time.

Creating a corporate client

On web

1. Go to Invoices in the sidebar.
2. When creating a new invoice, select Corporate as the client type.
3. In the Corporate client dropdown, click "New corporate client…".
4. Fill in the details:

Field	Required	Notes
Name	Yes	Business legal name
Contact name	No	Primary contact person
Email	No	Corporate email address — used for sending invoices
Phone	No	Corporate phone number
Address	No	Street address, city, state, postcode, country
ABN / GST No. / VAT No.	No	Tax registration number (label varies by country)
Payment terms (days)	No	Default payment terms in days (default: 14). Used to auto-calculate due dates on new invoices
Notes	No	Internal notes about this client

5. Click Save.

On mobile

Corporate client creation is not currently available on mobile. Use the web app to manage corporate clients.

Editing and deleting corporate clients

Corporate clients can be edited at any time. A corporate client can only be deleted if they have no invoices — remove all invoices for the client first.

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Creating an invoice

On web

1. Go to Invoices in the sidebar.

2. Click "New invoice".

3. Choose the client type — select Corporate or Individual:

   • Corporate: Select an existing corporate client from the dropdown, or create a new one inline.
   • Individual: Enter the client's Name and Email directly.

4. Add line items — each invoice must have at least one line item:

Field	Required	Notes
Description	Yes	Service or item description (e.g. "Haircut", "Colour treatment")
Qty	Yes	Quantity (minimum 1)
Unit price	Yes	Price per unit in dollars
Amount	Auto	Calculated automatically (Qty × Unit price)

Click "+ Add line item" to add more rows.

5. Review the totals — the form shows:

   • Subtotal — sum of all line item amounts
   • GST or VAT — tax amount (if enabled). The rate depends on your country: 10% GST (Australia), 15% GST (New Zealand), or 20% VAT (United Kingdom)
   • Total — subtotal plus tax

6. Set invoice details:

Field	Default	Notes
Issue date	Today	When the invoice is dated
Due date	14 days from today	When payment is due
Include GST/VAT	On	Toggle off to exclude tax from the total
Client reference	—	Optional PO number or client reference (e.g. "PO-12345")
Send to email	—	Optional email override for corporate clients (overrides the corporate client's saved email)
Payment instructions / notes	—	Client-facing notes shown on the invoice (e.g. bank transfer details)
Terms	—	Payment terms text (e.g. "Payment due within 14 days of invoice")
Internal notes	—	Staff-only notes — not shown to the client

7. Save or send:
   • Click "Save as draft" to save without sending.
   • Click "Save & send" to save and immediately email the invoice to the client.
   • Keyboard shortcut: press Cmd+Enter (Mac) or Ctrl+Enter (Windows) to save and send.

On mobile

1. Go to More → Invoices.
2. Tap "Create Invoice" (or press Cmd+N on iPad).
3. Add line items — tap "+ Add item" to add rows. Each item has:
   • Item name — description of the service or product
   • Qty — quantity
   • Unit Price — price per unit
4. Choose payment terms — tap one of the preset buttons: 7 days, 14 days, 30 days, or 60 days.
5. Toggle Include GST on or off.
6. Toggle Send immediately to email the invoice on creation. If enabled, enter the Recipient name and Recipient email.
7. Optionally add Notes shown on the invoice.
8. Tap "Create Invoice" (or "Create & Send Invoice" if sending immediately).

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AI line item suggestions (PRO)

When creating an invoice, you can get AI-suggested line items based on the context of the invoice.

1. During invoice creation, describe what the invoice is for (client name, services provided).
2. The AI suggests up to 6 line items with names, descriptions, quantities, and prices based on your venue's service menu and the invoice context.
3. Accept or dismiss each suggestion.

AI suggestions consume Spark credits (LIGHT_GENERATION class). If you have insufficient Spark credits, the feature is temporarily unavailable until credits are topped up.

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Viewing invoices

On web

The Invoices dashboard shows all invoices with stats and filtering.

Dashboard stats appear at the top:

Metric	What it shows
Total invoices	Count of all invoices
Outstanding	Total amount owed across sent, viewed, partially paid, and overdue invoices
Overdue	Count of overdue invoices (text turns red when > 0)
Paid this month	Total amount from invoices paid this calendar month

Click any stat card to filter the list by that status.

Status tabs let you filter: All, Drafts, Sent, Overdue, Part paid, Paid, Void.

Each invoice row shows the invoice number (formatted as INV-0001), client name, amount, issued date, due date (red if overdue), and status badge.

On mobile

The same stats grid and filter pills are available. On iPad, the screen uses a master-detail layout with the invoice list on the left and details on the right.

Empty state: When no invoices exist, the screen shows "No invoices yet" with a prompt to create your first invoice.

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Invoice statuses

Status	Badge	Meaning
Draft	"Draft" (outline)	Invoice saved but not sent to the client
Sent	"Sent" (secondary)	Invoice emailed to the client
Viewed	"Viewed" (secondary)	Client has opened the invoice email
Part paid	"Part paid" (default)	Client has made a partial payment
Paid	"Paid" (default)	Invoice fully paid — terminal state
Overdue	"Overdue" (red)	Due date has passed without full payment
Void	"Void" (outline)	Invoice cancelled — terminal state

Overdue status is checked automatically by a daily job. Invoices with status Sent or Part paid that have passed their due date are automatically marked Overdue.

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Sending an invoice

1. From the invoice list, click the actions menu (three dots) on an invoice row and select "Send" (or "Resend").
2. Or from the invoice detail view, click "Send invoice" (for drafts) or "Resend invoice".
3. The invoice is emailed to the recipient. The email includes:
   • Your venue logo and branding
   • Invoice number, issued date, and due date
   • Line items table with quantities, unit prices, and amounts
   • Subtotal, tax breakdown, and total
   • Client details and your venue contact information
   • Payment terms and notes

The recipient email is determined in this order: manually entered email → corporate client's saved email → individual customer's email.

After sending, the invoice status changes from Draft to Sent and the issue date is set (if not already).

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Recording a payment

When a client pays (in full or partially), record the payment to update the invoice balance.

On web

1. From the invoice detail view, click "Record payment".
2. In the payment drawer, fill in:

Field	Required	Notes
Amount	Yes	Pre-filled with the outstanding balance. Cannot exceed the outstanding amount.
Payment method	Yes	Bank Transfer, Card, Cash, Cheque, or Other. Default: Bank Transfer.
Reference	No	Transaction ID, cheque number, or other reference
Notes	No	Internal notes about this payment

3. Click "Record payment".

On mobile

1. From the invoice detail pane, tap "Record payment".
2. Enter the amount, select a payment method, and optionally add a reference.
3. Tap "Record payment".

After recording:

• If the total paid equals or exceeds the invoice total, the status changes to Paid and the paid date is set.
• If the total paid is less than the invoice total, the status changes to Part paid.

Payments cannot be recorded on Draft or Void invoices.

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Sending payment reminders

For invoices that are overdue or have outstanding balances, you can send a payment reminder email.

1. From the invoice detail view or the actions menu, click "Send reminder".
2. A reminder email is sent to the client showing the invoice number, outstanding amount, and how many days the payment is overdue.

Reminders can be sent for invoices with status Sent, Part paid, or Overdue.

AI-drafted reminders (PRO)

The AI can draft a personalised reminder email for you:

1. From an overdue or outstanding invoice, use the draft reminder option.
2. The AI generates a professional reminder with a subject line and body text, tailored to the client, amount, and how overdue the payment is.
3. Review and edit the draft before sending.

AI reminders consume Spark credits (LIGHT_GENERATION class). If the AI is unavailable, a professional template is used as a fallback.

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Editing an invoice

Only Draft invoices can be edited. Once an invoice has been sent, it cannot be modified.

1. Open the draft invoice.
2. Update the line items, client details, dates, notes, or terms as needed.
3. Save the changes.

If you need to change a sent invoice, void it and create a new one.

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Voiding an invoice

Voiding cancels an invoice permanently. Voided invoices cannot be un-voided or sent.

1. From the invoice detail view or the actions menu, click "Void invoice".
2. A confirmation dialog warns: "Void invoice [INV-XXXX]? This cannot be undone."
3. Click "Void invoice" to confirm.

Invoices with status Paid cannot be voided. All other statuses (Draft, Sent, Viewed, Part paid, Overdue) can be voided.

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Payment history

Each invoice tracks all recorded payments. From the invoice detail view, the Payment history section shows:

Column	What it shows
Date	When the payment was recorded
Method	Bank Transfer, Card, Cash, Cheque, or Other
Reference	Transaction ID or reference number (shows "—" if none)
Amount	Payment amount

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Tax handling

Invoices automatically calculate tax based on your venue's country:

Country	Tax label	Rate
Australia	GST	10%
New Zealand	GST	15%
United Kingdom	VAT	20%

Toggle Include GST/VAT on or off when creating an invoice. Tax is calculated and fixed at invoice creation time — it does not change if your venue's country setting changes later.

The invoice email and preview show the tax breakdown with the appropriate label (e.g. "GST (10%)" or "VAT (20%)").

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Invoice numbering

Invoices are numbered sequentially per venue, starting from INV-0001. Numbers are auto-assigned when an invoice is created and cannot be changed.

The format is: INV- followed by a zero-padded 4-digit number (e.g. INV-0001, INV-0042, INV-9999). Numbers above 9999 continue without extra padding (INV-10001).

Each venue has its own independent numbering sequence.

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Role access

Action	Owner	Manager	Stylist
View invoices dashboard	Yes	No	No
Create invoices	Yes	No	No
Send invoices	Yes	No	No
Record payments	Yes	No	No
Send reminders	Yes	No	No
Void invoices	Yes	No	No
Use AI suggestions	Yes	No	No
Manage corporate clients	Yes	No	No

The Invoices page is restricted to venue Owners only. Managers and Stylists see an "Access Restricted" message if they navigate to the page.

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Platform differences

Feature	Web	Mobile
Navigation	Sidebar → Invoices (under Money)	More → Invoices
Client type	Corporate or Individual (with corporate client selector)	Individual only (name + email via send toggle)
Create form	Multi-section form with date pickers, rich text fields	Single scrollable form with preset payment term buttons (7/14/30/60 days)
Line items	Table layout with inline editing	Stacked cards per item
Due date	Date picker (any date)	Preset buttons: 7, 14, 30, or 60 days from today
GST/VAT toggle	Switch in settings card with rate description	Toggle row with description
Invoice preview	Document-style HTML preview with void watermark	Not available — detail pane shows summary only
Corporate clients	Full management: create, edit, delete, search	Not available — web only
AI suggestions	Available during creation	Not available on mobile
Record payment	Side drawer with form	Bottom sheet
Dashboard stats	Clickable stat cards above table	Stat cards above list
Status tabs	Tab bar: All, Drafts, Sent, Overdue, Part paid, Paid, Void	Horizontal scroll pills
Master-detail	Full page navigation	iPad: master-detail pane layout
Keyboard shortcuts	Cmd+Enter to save & send	Cmd+N to create (iPad), Cmd+Enter to submit
PRO gating	UpgradeGate overlay	Empty state with feature description

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Troubleshooting

Issue	Solution
Invoices page shows an upgrade prompt	Invoicing is a PRO feature. FREE venues cannot create or manage invoices. Upgrade to PRO to access invoicing.
Cannot edit an invoice	Only draft invoices can be edited. Once an invoice has been sent, it is locked. To make changes, void the existing invoice and create a new one.
Invoice not received by client	Check that the recipient email address is correct. Look at the invoice detail view — it shows the email address the invoice was sent to. If the email is correct, ask the client to check their spam folder.
Cannot void a paid invoice	Paid invoices cannot be voided. If you need to reverse a paid invoice, arrange a refund outside of OpenChair and note it in the internal notes.
Payment amount exceeds outstanding balance	The payment amount cannot be more than what is still owed. Check the outstanding balance on the invoice detail view and enter an amount equal to or less than that.
Overdue badge not showing	Overdue status is updated by a daily automated job (runs at 9am UTC). An invoice may not show as overdue until the next day after its due date passes.
AI line item suggestions not available	AI suggestions require Spark credits. Check your wallet balance under Settings → Billing. If credits are depleted, top up your wallet or wait for the next automatic top-up.
Cannot find corporate client option on mobile	Corporate client selection is only available on the web app. On mobile, invoices are created with individual client details (name and email).
Invoice number seems wrong or skipped	Invoice numbers are sequential per venue. If an invoice was voided or deleted, its number is not reused — the next invoice receives the next number in sequence.

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Related Articles

• Checkout
• Managing Payouts
• Setting Up Stripe & Card Payments

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Last updated: March 2026