Invoices

Menu Customers and sales → Invoices.

The invoice is the store’s sales document. You add lines from the catalogue (sub-services, products / variants, promotions, gift cards depending on modules), then you take payment, schedule an order, or link an appointment.

Trainings are for now informative on the site; they are not yet added as invoice lines. See Trainings.

If the Google reviews module is enabled and configured, creating an invoice with at least one service line may trigger a Google Business rating invite (first visit, or after X months). See Google reviews.

Invoice list — tabs and filters

When you open Invoices, you first see the list. To find what you need quickly, EliaFlow combines tabs and filters.

The table magnifier opens search (minimum 3 characters). The filter icon sits beside columns. Excel–PDF import / export live under More actions; New and the cash report stay separate buttons (on mobile, a ⋮ menu groups the rest).

Period tabs

Status tabs

Panel filters

In addition to tabs, the Filters panel lets you combine:

Tip: combine a period tab + a status + a filter (e.g. “This month” + “Paid” + a payment method) to prepare a check or an export.

Cash report (PDF)

From the list, an administrator can generate the cash report (PDF) for a day (or a range: start / end — default today).

The report includes notably: volumes and amounts by invoice status, summary of payment lines, totals by payment method.

It is recommended to generate it every day at end of day. Reserved for authorised roles (not the plain staff role).

Export invoices (ZIP or table)

Depending on need, you export differently:

ZIP — full invoice PDFs

Select invoices in the list → Export selected invoices (ZIP).
You get an archive of invoice PDFs as the customer receives them — useful for archive, bulk send, or accounting files.

Excel / PDF table — columns of your choice

Actions like Export (all rows for a period, or only the selection) as Excel (XLSX / CSV…) or PDF table.

Before downloading, you tick the columns you need from a predefined list, for example:

• customer;
• date;
• number / status;
• items;
• totals, taxes, tip, discounts;
• staff;
• payment method;
• note;
• (and service point in Master view).

All columns are ticked by default; you customise the file for the need (day cash, customer follow-up, check, lighter accounting export, etc.).

Staff on the invoice

If staff management is enabled for invoicing, the invoice is linked to an employee (staff):

In short: tip = linked to the invoice staff.

Customer: with or without

Scheduled order is only offered if online orders / the “order from invoice” option are enabled for the store.

Possible links: order or appointment

Depending on store needs, an invoice can be linked to:

The two links are independent: the store uses the one it needs (or both depending on process).

Discounts

On each line (item)

Each line can have its own discount:

• as a percentage (%), or
• as an amount ($).

Exception: a gift certificate (gift card) line does not accept a line discount.

On the whole invoice

In addition to line discounts, you can apply a global discount on the invoice (also as % or amount). It applies to the line subtotal.

Manually changed total → tip

The amount due can be adjusted manually:

Payments

On the same invoice, you can combine several payment methods (e.g. card + cash + prepaid), each with its amount, until the total is covered.

Prepaid is not exclusive: you can pay part prepaid and the rest with another method.

Useful statuses: cancel, refund, send

Cancel

Once the invoice is paid, cancel is no longer offered — use refund.

Refund

Send by email

You can send the invoice to the customer by email (Send by Email button), whatever the status (open, paid, cancelled…), if:

• the email templates module is active;
• you have send permission;
• the invoice has a customer with an email address.

Without a customer or without email, sending is not possible.

Catalogue and archive

Success criteria

• I filter the list by period, status, customer, staff, or payment method.
• I generate the cash report PDF for a day and use it for reconciliation / accounting.
• I export invoices as ZIP (PDF) or Excel/PDF table.
• On table export, I choose columns (customer, date, items, status, etc.).
• With staff enabled, I attach an employee; the tip is attributed to them.
• I create an invoice without a customer, then another with a customer.
• For a scheduled order (future pickup / delivery), the customer is required.
• A % or $ discount works on a product / service line, not on a gift certificate.
• A global invoice discount applies correctly.
• Raising the total by hand creates a tip equal to the difference.
• I combine two payment methods (e.g. prepaid + cash) on an invoice.
• N/A is only possible if the total is 0, and alone.
• I cancel an unpaid invoice; I refund a paid invoice.
• I send the invoice by email when the customer has an email.
• I understand the optional link with an order or an appointment.