Manage invoices

The Invoices feature provides an efficient way to create, track, and manage your client invoices directly from your coach dashboard. It helps you stay organized, follow up on pending payments, and ensure timely billing for all coaching services. This tool continues to expand and will soon include additional third-party payment integrations.

 

 Create an Invoice

1. Navigate to the Invoices tab on your menu.
2. Click + New at the top-right corner of the panel.
3. Complete the required invoice fields:
   • Invoice Number (Automatically generated by the system in sequential order.)
   • Select Coachee
   • Sending Date
   • Invoice Due Date
   • Payment Link: Paste a payment link from your preferred third-party payment provider. This link will be unique and visible only on this invoice.
   • Item Details: Add the service name and amount. You can include multiple items by clicking + Add More Item — totals will be calculated automatically.
4. (Optional) Add a VAT percentage to include tax in the total amount. This ensures transparency and compliance with applicable tax laws.
5. Click Save to keep the invoice as a draft, or Save & Send to issue it immediately to your coachee.

  Pro Tip:

Enable the Send Unpaid Invoice Reminders toggle if you want the system to automatically send payment reminders to coachees. (See below for setup instructions.)

 

  Edit an Existing Invoice

1. From the invoice list, click the Edit button next to the invoice you wish to modify.
2. Make your changes and click Save or Save & Send as needed.

 

 View and Send Invoices

To view a specific invoice:

• Open the Invoices tab and click the Invoice Number of the invoice you want to review.
• You can filter invoices by status (paid, unpaid)

Invoices are automatically sent on their scheduled sending date. However, you can also manually send them at any time:

• Click edit next to the invoice you wish to send, amend the sending date and click Save & Send at the bottom of the form.

 

 Invoices Generated from Agreements

If an active agreement includes pre-scheduled invoicing dates, invoices will be automatically created and sent to the coachee based on the defined schedule.
These automatically generated invoices will appear in your Invoice List, ensuring that all billing activities are accurately recorded and easy to access.

  Note:

Agreement invoices are displayed based on their sending date, not their creation date.

 

 Set Invoice Reminders

To minimize delays and improve payment collection, you can enable automated reminders for unpaid invoices.

To set up invoice reminders:

1. Go to the Invoices page.
2. Click Reminders at the top-right corner.
3. Toggle the switch ON to activate automatic reminders.
4. Choose how often reminders should be sent for overdue invoices.
5. Click Save Changes to confirm.

Your coachees will receive periodic email notifications reminding them of pending payments until the invoice is settled.

 

 Track Paid invoices

• If your admin has integrated a payment provider, any payment you receive will automatically reflect on the platform, and the invoice status will update to Paid once the transaction is completed.
• If your admin has not integrated a payment provider, you’ll need to manually settle the invoice once payment has been received.

To settle an invoice:

1. Go to the Invoice List.
2. Click the Settle button beside the paid invoice.
3. Complete the settlement details.
4. Click Save to finalize.

 Note:

If you have enabled unpaid invoice reminders, remember to update the invoice status from Unpaid to Paid once payment is received. This ensures that your coachee stops receiving automated reminder notifications.

 

 Export invoices

 You can easily export your invoices for reporting or record-keeping purposes.

1. Go to the Invoices tab from the main menu.
2. Click the Export button located at the top-right corner of the panel.
3. Fill in the required fields, such as date range or filter options (e.g., by coachee or organization).
4. Click Export to download your invoice data.

This feature allows you to generate accurate financial summaries and keep organized records for your coaching business.