Create a new invoice
Create a new invoice
To create an invoice in Vetocare, navigate to "Invoices" and select "Add invoice".
The invoice creation window now opens. It may seem like a lot, but it is actually quite manageable because much of the information is automatically filled in after the first invoice.
Edit practice details Here, you can enter your practice details. These details will already be filled in automatically, provided they were previously saved in your Vetocare account. Otherwise, you can easily update them here.
Add client This field contains the client for whom the invoice is intended. You can easily select the desired client from the list of existing clients. The invoice will be sent to the client's email address (if this is the selected delivery method), so always make sure that your customers' contact information is up to date.
Invoice number You can set an invoice number as the starting number once; Vetocare will then automatically increment it. An invoice number only becomes final once an invoice has the status "Sent". This prevents numbers from being skipped or used twice. In Vetocare, your invoice number will always start with the current year by default, and the numbering will automatically start over next year. You can also set the format yourself; see Invoice number format for more information.
Invoice date This is the date on which the invoice was created. The invoice date is set to the current date by default and can be changed as desired.
Due date The latest date by which the customer must pay your invoice. This is set to 30 days after the current date by default. You can change the default payment term in your settings so that your preferred payment term is used by default in the future.
Delivery date The date on which the products and/or services were delivered.
Reference A reference that allows the customer to process the invoice more quickly and easily in their records. This is often not necessary, although you can add one if a customer requests it.
Logo Here, you can add your practice logo to the invoice. If a practice logo was previously saved in your practice settings, it will automatically appear on the invoice. You can of course still change it as desired. The selected logo will also appear automatically on subsequent invoices.
INVOICE LINES
You have now reached the invoice lines, where you can add products, quantities, prices, and VAT rates. You can also have the inventory tracked in Vetocare updated automatically when the invoice is sent, saving you time when managing your inventory.
Add product This allows you to add a saved product to the invoice. When you select the "Adjustment" option, the entered quantity will be deducted from the inventory. The inventory is only deducted when the invoice is sent. This prevents inventory from being deducted incorrectly for draft invoices.
Description Here, you can describe what specifically is being charged to the customer, such as a tailored program or another service that does not involve inventory. If you have selected a saved product via add product, the description will be filled in with the name of the product you selected.
Quantity The number of times the product/service was delivered. If you choose to adjust the inventory of an existing product (Adjustment), the inventory will decrease by the quantity specified on the invoice.
VAT Here, you can enter the amount including or excluding VAT. When providing services to private individuals, you may want to enter the price of your service directly including VAT. Vetocare will then automatically calculate the amount excluding VAT. Where necessary, you can also apply another VAT rate that was previously saved in your Vetocare settings.
COMPLETE INVOICE
Your invoice is almost ready; the following steps are optional:
Optional note Finally, you have the option to add an optional note. This could be a thank-you message, an additional reference to a changed bank account number, or something similar.
Download sample invoice You may want to preview what the invoice will look like for the customer. If you have an invoice open in Vetocare, click the "Download sample" button to immediately download a PDF file containing the sample invoice.
SEND AN INVOICE
Now that the invoice is ready, you will of course want to send it directly to the customer. Several options are available for this. To send the invoice, click the "Send" button. You will then see several options for sending the invoice.
Send by email This option sends the invoice to the customer by email. The invoice will be included as a PDF file attached to the email. Because the invoice is sent to the customer's email address, we recommend checking that the customer details are always up to date!
Send/download yourself With this option, you can send the invoice to the customer yourself; a PDF file of the invoice will be downloaded immediately. You can email the invoice to the customer manually later using the PDF file. You can also print the invoice and hand it to the customer.
Mark as paid immediately This option allows you to save the invoice as paid immediately. This is useful when the customer has already paid immediately after receiving a service, for example directly after a treatment.