Invoices from bookings

When your clients don't pay online, meetergo can create an invoice for every booking automatically. The amount, service and appointment come from the booking.

Set it up

1. Open your meeting type and go to Payment.
2. Set the price. With Price options, your client picks one of several prices when booking, and the chosen option appears on the invoice.
3. Choose Manual Payment.
4. Turn on Create an invoice automatically after booking.
5. Optional: turn on Ask for billing details on the booking page so your client enters their billing address while booking.

Clients who book with you regularly don't have to type their address again. They pick I have booked before, use my saved details, and meetergo puts the billing details from their last booking with you on the new one. The booking page never shows the saved details. If nothing is saved and the invoice needs an address, your client is asked to enter it.

Booking page titles can be long. Pick an Invoice product on the meeting type, and the invoice line shows the product's name instead, for example "Psychotherapy session". The price stays the one your client booked.

If the booking has no address, meetergo uses the address of the matching contact in your CRM when one is saved there.

Draft or issue right away

In the Invoicing settings, under Invoices from bookings, you decide what happens after a booking:

• Issue invoices immediately off: you get a draft. It has no number yet and you can change anything.
• Issue invoices immediately on: the invoice is issued with a number straight away.

To issue a draft, open it and click Finalize and send. Only then does it get a number.

Invoice date and due date

• Delivery date is the day of the appointment.
• Invoice date is the day you issue the invoice, not the day of the booking.
• Due date counts from the invoice date, using the payment term in your settings.

A date you change in the draft yourself stays as you set it.

If you leave Payment terms empty, meetergo prints the matching sentence on the invoice, for example "Payable within 14 days, no deductions." When the invoice is due on its invoice date, it says "Payable immediately, no deductions." Text you enter yourself is printed as you wrote it.

When an appointment is cancelled or rescheduled

For a group appointment, this only affects the invoice of the person who cancelled or rescheduled.

An issued invoice can no longer be changed. If the appointment was cancelled and the invoice should no longer apply, create a cancellation. For a cancellation fee, create a new invoice.

Bill a month's bookings at once

Prefer one invoice per client at the end of the month? meetergo collects the sessions for you.

1. Open your meeting type, go to Payment and pick an Invoice product. No online payment needed.
2. In Invoicing, click Invoice bookings.
3. Pick the month. Last month is preselected.
4. Everyone with bookings is selected. Untick anyone you don't want to bill yet.
5. Click Create drafts.

You get one draft per client with one line per booking. Each line shows the product's name, the appointment date and the price your client booked. Nothing is sent: review each draft and send it as usual.

Several durations? Pick a product per duration under the main one, for example 40 EUR for 30 min and 70 EUR for 60 min.

Price options, for example a sliding scale? Each line bills the option your client picked. Pick a product per option the same way if the options need different names or tax treatment. In a group appointment, each participant is billed with the product of the option they picked.

One client pays a different price? Open the booking, click ⋮ > Edit appointment and pick their Invoice product. Same as meeting type switches back.

Cancelled bookings are left out, and a booking is billed only once. Delete a draft or cancel its invoice and its bookings show up again in the next run.

Billed once, wherever you bill

A booking or a time entry is billed only once, whether you bill it here, from a meeting or from a project in Time & Projects. Once it is on an invoice, it is not offered anywhere else. Delete the draft or cancel the invoice and it is open again.

Hourly products bill the duration: a 90 minute appointment on an hourly product is 1.5 hours on the invoice. A product per minute bills the minutes.

See what is billed and paid

Under Meetings, every booking shows where its invoice stands:

• Invoice draft: the invoice is not issued yet.
• Invoice open: issued, not paid in full.
• Paid: the invoice is paid.
• Invoiced manually: you billed it outside meetergo.

Open a booking to see its invoice under Invoice. Billed it outside meetergo? Click Mark as invoiced. Invoice bookings then leaves it out. Undo reverses it.

To find what is still unbilled, open Filter > Status > Not invoiced. The list jumps to last month.

In the CRM, a contact with unpaid invoices shows the open amount next to their email.

Export invoices

Select Export above the invoice list and pick a period, such as Last month or This year. The export holds every issued invoice, cancellation and credit note in that period.

• Download CSV saves a table with number, date, customer, net, VAT, gross and the amount paid. It opens straight in Excel.
• DATEV package builds the export for your tax advisor. It needs your DATEV numbers in the invoice settings.

VAT

• Small business (§ 19 UStG) in the invoicing settings: no invoice shows VAT, and every invoice carries the small business note.
• Bill as a tax-free service on the meeting type under Payment: invoices for this meeting type are created at 0 % with the tax exemption note under § 4 UStG. Change the wording under Tax exemption wording.

The small business rule always applies to the whole company. It takes precedence over the meeting type setting.

Small business and § 4 services together

Some services are exempt under § 4 UStG even for a small business, for example therapy. Mark them on the product:

1. In Invoicing, open the product.
2. Turn on Tax-free under § 4 UStG instead of § 19. The switch shows only when small business is on.
3. Pick the product as the Invoice product on the meeting type under Payment. Invoices created after a booking then show § 4 too. Their price still comes from the booking. Without price options, Invoice bookings bills the product price, so give the product the same price.

Invoices for these products show the § 4 note instead of the § 19 note. Lines from them are marked in the draft.

An invoice cannot mix § 4 and § 19 services, because the tax note would be ambiguous. Create separate invoices. Bill a month's bookings for both kinds and the draft shows a warning until you split it.