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Navigating Invoices, Payments, and Payment History

This article provides a step-by-step guide on creating and managing invoices, processing payments, and reviewing payment history for clients. It covers everything from generating invoices after proposal acceptance to handling partial payments and tracking past transactions.

Jump to:

Video Resources 
Creating an Invoice After Proposal Acceptance
Taking a Payment
Reviewing Payment History
Additional Resources

Video Resources

  • Please Watch This Video (30 mins): "Bones of Payments and Invoices"

  • Videos with Examples of Fixing Invoices

Creating an Invoice After Proposal Acceptance

  • Step 1: Accessing the Client Profile
    Navigate to the Client Profile Management Screen.

  • Step 2: Adding a New Invoice
    Scroll to the “Invoices” section and select “Add New Invoice.” Choose the "New Start Lesson" from the drop-down menu. This links the invoice to the calendar view for easy navigation.

  • Step 3: Verify Invoice Total
    Ensure the invoice total matches the Program total from the proposal and that it is not $0.00 to confirm proper connection.

  • Step 4: Saving the Invoice
    Save the invoice and proceed to the next screen for payment processing.

 

Taking a Payment

Understanding the Payment Process
Analogy: Think of the invoice as a "basket" that holds payments. Before processing a payment, ensure the "egg" (payment receipt) is placed in the basket.


  • Step 1: Creating a Payment Record
    In the invoice window, select the “Payment” tab and then click “Create New Payment.” Choose the payment method (e.g., Credit Card, Visa, Account) for internal recording purposes.

  • Step 2: Entering the Payment Amount
    Enter the payment amount and click “Add New Payment.” This action simply records the receipt but does not run the payment yet.

  • Step 3: Running the Payment
    Once a payment receipt is added, go to the Actions Menu and select "Pay Via Vonigo Payments." Complete the payment processing. If a card is on file, it will auto-populate; if not, the card will be saved.

  • Step 4: Repeating for Partial Payments
    If the payment is partial, repeat the steps for each transaction until the invoice is paid in full.

 

Reviewing Payment History

  • Step 1: Accessing Payment History
    To view past payments, navigate to the Client’s invoice and click the “Payment” tab. Here you can see a history of recorded payments.

Important Reminder:
Recorded payments do not automatically process. Ensure you use the “Pay Via Vonigo Pay” option to actually run the transaction.

 

Additional Resources

Taking Deposits Without an Invoice or Appointments: See related articles for more information.