How do I review and edit invoices before they go out?

At the end of every billing period, you’ll get an email telling you that you have invoices ready to review in PetPocketbook. If you bill weekly, you'll get this email on Sunday afternoon before invoices go out first thing Monday morning. It's a reminder to double-check that everything looks good if you haven't already done so during the week.

You can tap the button in that reminder email or head straight to your invoices tab by clicking on Invoices from our main navigation menu.

Draft invoices live in their own draft container at the bottom left of the invoices tab. One a mobile device, simply tap the "draft" filter at the top of the invoices page. Tapping on a draft invoice will open it up on that client's billing history page so that you can review the detailed breakdown item by item and make any changes to the invoice from there.

⚠️ The total amount of the draft invoice is based on all completed appointments in the billing period. Draft invoices are hidden from your clients to avoid creating unnecessary questions that might come up just because you haven't had the chance to finalize the invoice yet!

At the top of each draft invoice, you will see any adjustments, surcharges, or cancellation fees from this billing period. Below you will see a breakdown of all completed appointments. To see each of the individual appointments included in the draft invoice, tap on the coral + to open the list. 

If you have any incomplete appointments, you can edit the invoice by clicking on the edit button to mark the appointment as complete by tapping the corresponding checkbox. Once you hit save, it will be added to the draft invoice.

💡Any appointments that are not marked as complete by the time the invoices are sent out will not be included on the invoices sent to your clients. This is why we let you know whether you have incomplete appointments at the bottom of the reminder emails that are sent out to you at the end of each billing period. You'll notice that there's a gold exclamation icon corresponding to draft bills on your invoices tab that have incomplete appointments. We've added this to easily call out drafts that might require attention. When you open a draft bill for review, you'll also see a gold label under each service, if there are appointments on the bill for that service that still need to be completed.

In addition to the adjustment buttons on the client's billing history page, you can also add adjustments like additional fees or discounts by clicking on add adjustment when editing a draft invoice and entering the details. 

⚠️ If you're responsible for collecting sales tax, please note that discounts will automatically reduce the taxable subtotal of your invoice. For each additional charge adjustment that you add onto the invoice, you'll be able to choose whether or not sales tax applies.