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 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.

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. Add line items for each client session covered
4. Apply VAT if required
5. Tap Issue Invoice

The billing contact receives the invoice by email. You can add multiple 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)
VAT number	Shown on the invoice if provided (optional)

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.

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.

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.