Invoices and balances
Find an invoice, see what was charged, paid and refunded, collect a balance due, and export invoices to a spreadsheet.
Applies to: Everyone except service providers
Every checkout has an invoice. It shows what the client was charged, what they've paid and what's still owed. You'll find them all in Operations → Invoices.
Looking for your own bills from Lilo? See Billing and your Lilo subscription.
Find an invoice
- Go to Operations → Invoices.
- In the search box, type an invoice number, or a client's first or last name.
- To narrow the list, choose a status from the All Statuses menu, or a time period from the All Time menu.
If you work at more than one location, the list shows the one picked at the top of the page. Choose Overview to see them all.
Each row has the invoice number, client, date, status, Total and Balance Due. Select the client's name to open their profile.
See what was charged and paid
Select an invoice to open its details. You'll see:
- The client, and the services and products on the invoice.
- The totals, including any discount, tax, tip and refunds.
- Payments: each payment, how it was made and when.
- Refund History: each refund and its reason.
- Activity: payments, refunds, voided services, price changes and receipts sent, with who did each one and when.
Paid invoices also have Print Receipt and Email Receipt. Refunds, voids, and receipts explains them and how to refund a payment.
In the Lilo app, go to More → Invoices. Closed lists paid, refunded and voided invoices. Open lists the ones still owed. Tap an invoice to see its totals. Settle Invoice opens checkout for an open invoice, and View Details opens a closed one.
Collect a balance due
- Find the invoice. Rows with a balance due have a card icon under Actions.
- Select the card icon (Go to checkout). The invoice opens on the checkout page.
- Take the payment as you would at any checkout.
Export invoices
- Search and filter the list down to the invoices you want.
- Select Export CSV. You'll see Exported and the number of invoices.
You get a CSV file you can open in any spreadsheet app. It has each invoice's number, client, date, status, total, amount paid and balance due. One export holds up to 10,000 invoices. If you have more, Lilo tells you. Narrow the filters and export again.
How it works
When Lilo creates an invoice
- When you open checkout for an appointment.
- When a client pays a deposit or the full price as they book online. The payment is already on the invoice when you check them out.
- When you sell products without an appointment in the Lilo app.
The invoice's date is the day Lilo created it, not the day of the appointment.
Statuses
| Status | What it means |
|---|---|
| Draft | Nothing's been paid yet. |
| Partial | Part of it is paid. The status menu calls this Partially Paid. |
| Paid | Paid in full. |
| Open | Everything paid on it was refunded before it was paid off, so the full amount is owed again. |
| Partial Refund | Paid, then part of it was refunded. |
| Refunded | Paid, then all of it was refunded. |
| Voided | Cancelled, so nothing is owed. You'll only see this on invoices imported from another booking system. |
Totals and balances
- Total in the list doesn't include the tip. The invoice's details show the tip, and a total with it.
- Balance Due is the total plus any tip, minus what's been paid. It never goes below zero.
- If a client has paid more than the invoice now comes to, the details show Overpaid and the amount.
- A refund on a paid invoice doesn't reopen it. The status changes to Partial Refund or Refunded, and nothing is owed.
Time periods
The time periods count back from today, using each invoice's date. Last Month is the last 30 days, and Last Year is the last 12 months, not the previous calendar year.
Common questions
Why can't I find an invoice by the client's full name?
Search matches one name at a time. Type the client's first name or last name, or the invoice number.
Why don't I see refunded invoices in the status menu?
The menu doesn't have Refunded or Partial Refund. Choose All Statuses and look at the Status column.
Why is the total in the list lower than on the invoice?
The list's Total leaves out the tip. The invoice's details add it in.
Why doesn't an appointment have an invoice?
Lilo creates it when someone opens checkout for the appointment, or when the client pays online as they book. If every provider on the appointment takes their own payments, the appointment has no checkout in Lilo.
Why is there no card icon on an invoice?
The card icon only shows when there's a balance due. For a paid invoice, select it to open its details instead.
Can clients see their invoices?
Yes, in your client portal, if the Invoices switch is on in Settings → Client Portal. Clients can look at their invoices there, but they can't pay them.
Can I edit or delete an invoice?
You can't delete one. Until it's paid, you can change it on the checkout page. Once it's paid, its lines are locked, and money goes back through a refund.
Refunds, voids, and receipts
Refund all or part of a payment, void a service so the client isn't charged for it, and print or email a receipt.
Sell products without an appointment
Sell retail products in the Lilo app with no appointment, to a client or as a walk-in sale, and how stock, tax and loyalty work on a product sale.