Invoicing

Booker’s invoicing feature lets you send professional, numbered invoices — either to a client directly from an appointment, or to a company or third-party payer for a batch of clients. Invoicing is opt-in and must be enabled in Settings before you can use it.

Enabling invoicing

1. Go to Settings
2. Find the Invoicing section
3. Toggle Enable Invoicing on
4. Optionally add your bank details and VAT settings (see below)
5. Tap Save

Once enabled, an Invoice action appears on appointment records and a new Invoices section appears in your navigation.

Invoicing a client from an appointment

The primary flow — and the quickest way to invoice — is directly from an appointment.

1. Open an appointment
2. Tap Invoice
3. Review the pre-filled line item (service name, session date and time, and price)
4. Add or remove line items if needed
5. Choose whether to apply VAT (see VAT below)
6. Tap Issue Invoice

The client receives an email with a PDF invoice attached and a link to pay online by card (via Stripe). If you’ve added your bank details, the invoice also shows them for bank transfer payment.

An appointment can only be on one active invoice: once invoiced, its Invoice action becomes View invoice and takes you to the existing invoice instead of creating a duplicate. Line items stay linked to their appointments — each one shows a View appointment link in the invoice editor.

Note

Issuing always uses the last saved version of a draft. If you have unsaved edits when you tap Issue Invoice, Booker warns you first so you can save them or knowingly discard them — issued invoices can’t be edited.

Tip

You can still use standard Booker payment links for straightforward payments. Invoicing is best suited to more formal billing needs — companies, EAP referrers, or situations where your client needs a VAT receipt.

Invoicing a company or third-party payer

If a company — for example an Employee Assistance Programme (EAP) provider, employer, or insurance payer — covers sessions for multiple clients, you can invoice them directly.

1. Go to Invoices → New Invoice
2. Select a Billing party (company or payer) — or create one
3. Tap Add unpaid appointments to pull in outstanding sessions, or add line items manually
4. Apply VAT if required
5. Tap Save changes, then Issue Invoice

The billing party receives the invoice by email. You can add line items across different clients in one invoice.

Billing parties

A billing party is a company or individual payer separate from the client attending the session. You can manage billing parties from Invoices → Billing parties or create one inline when issuing an invoice.

Each billing party has:

Field	Description
Name	Company or payer name, shown on the invoice
Email	Where the invoice is sent
Address	Shown on the invoice (optional)
Reference	A purchase-order or internal reference, shown on the invoice (optional)

Assigning clients to a billing party

Use the Clients action on a billing party to choose which of your clients they pay for. Each client can belong to at most one billing party.

Once clients are assigned, drafting an invoice for that party gives you an Add unpaid appointments button — it lists every unpaid, not-yet-invoiced session across their assigned clients so you can add them in one go. The same button appears on client-billed drafts for that client’s own unpaid sessions. Appointments already on another active invoice are excluded automatically.

Invoice numbering

Invoices are numbered sequentially per professional, starting at INV-0001. The number is assigned when you issue the invoice (not when you create a draft), so numbers are always contiguous and reflect the order invoices were actually sent.

Sequence	Description
INV-####	Standard invoices
CN-####	Credit notes (separate sequence)

Numbers are permanent once assigned and are never reused, even if an invoice is voided.

You can customise the prefix and starting number for both sequences in Settings → Invoicing — but only until your first invoice is issued. After that, numbering is locked to keep the sequence contiguous.

VAT

VAT is optional and off by default. Booker applies a fixed 20% VAT rate — there is no configurable rate. To apply VAT:

• Go to Settings → Invoicing and enter your VAT number — it will appear on all invoices
• When issuing an invoice, toggle the 20% VAT on or off per invoice

Line items show the net amount; the invoice shows the VAT subtotal and gross total separately. Clients receive a VAT receipt that meets HMRC requirements.

Payment methods

Clients and billing contacts can pay invoices in two ways:

Card (Stripe)

If you have Stripe connected, invoices include a Pay now button. The payer is taken to a secure Stripe checkout and pays by card. The invoice is automatically marked as paid.

See Accepting Payments for how to connect Stripe.

Bank transfer

If you’ve added your bank details in Settings → Invoicing, invoices display your sort code and account number. The payer transfers the amount manually; you then mark the invoice as paid from the Invoices page.

When an invoice is paid

Whether paid by card or marked as paid manually, Booker keeps everything in sync:

• Appointments are marked paid — every session covered by the invoice is automatically marked as paid, so you never chase a client for a session their company already settled.
• Revenue is counted — paid invoices flow into your dashboard’s This Month figure (appointment-backed sessions count once, never twice).
• You’re notified — an in-app notification tells you the moment an invoice is paid, and the payer receives a receipt email.

Finding your invoices

The Invoices page lists every invoice with who it’s billed to, its status, and total. Each client’s page also has an Invoices tab showing just their invoices, and you can jump to Invoices from anywhere with the quick switcher (⌘K).

Note

Adding bank details is optional. If you have Stripe connected but no bank details, only card payment is offered. If you have bank details but no Stripe, only bank transfer is shown. Both are shown if both are configured.

Overdue reminders

Booker can send automatic reminder emails when an invoice becomes overdue. Reminders are on by default and configured per professional in Settings → Invoicing:

• Enable reminders — toggle to enable or disable automatic overdue chasers (on by default)
• Reminder interval — how many days after the due date to send each reminder

Booker stops automatically after 3 reminders per invoice — this cap is fixed and cannot be changed.

Reminders stop automatically once the invoice is paid or voided.

Credit notes

If you need to cancel an issued invoice, issue a credit note. A credit note mirrors the full original invoice and cancels it entirely:

1. Open the invoice
2. Tap Issue Credit Note
3. Confirm — the credit note is emailed to the recipient

Credit notes have their own sequential numbering (CN-0001, CN-0002, …) and are linked to the original invoice. The original invoice number is never reused.

Invoice statuses

Status	Description
Draft	Created but not yet sent
Issued	Sent to the recipient, awaiting payment
Paid	Payment received (by card or manually marked)
Overdue	Past the due date and unpaid
Void	Cancelled — the number is retained but the invoice is inactive

Requirements

To use invoicing you need:

• Invoicing enabled in Settings → Invoicing

We recommend adding at least one payment method — a connected Stripe account (for card payment) or bank details (for bank transfer) — so recipients can pay you directly from the invoice.