Manage your Invoices

  • Updated
Once you've sent your client their invoice, you can keep track of all the activity related to it by going to the Invoices tab. Here you can see an overview of all of your invoices, as well as look at individual client payments, send payment reminders, add payments or issue refunds, and even cancel the invoice if needed. 

View Client Payment History

View the payment status of an invoice by going to Studio > Invoices. Here you can see view statuses (Unpaid, Partially Paid, Overdue, and Paid In Full0 for all your invoices as well as sort them by their payment status. Notifications for invoice payments are also displayed on your Dashboard.

To view the history of payments for a specific invoice, click the invoice and go to the Payments tab at the bottom of the invoice. 

Email Invoice to Client

You can email your clients any time with a reminder to pay their invoices.

To email an invoice from the Invoices tab:

1.  Click the overflow button (three dots) on the specific Invoice

2.  Choose Email Client

To email an invoice while viewing it:

1.  Click the overflow button in the top right of the invoice

2.  Choose Email Client

Add a Payment to an Invoice

If your client makes a payment outside of ShootProof (for example, you receive a check or are paid in cash, or your client wants to give you his or her credit card over the phone), you can update the client's Invoice to record this payment.

Your client's Invoice will then show as either Partially Paid or Paid in Full on the Invoices page, depending on how much the payment was for.

To add a payment to an invoice while in the Invoices tab:

1. Click the overflow button (stacked dots) on the specific Invoice

2. Choose Add Payment

3. Select cash, check, or credit card

4. For cash or check payments, add the Payment Date

5. Set the payment amount you want to add

6. Optionally add a memo to the payment

7.  Click Add Payment

To add a payment while viewing an invoice:

1. Click Add Payment in the top right

2. Select cash, check, or credit card

3. For cash or check payments, add the Payment Date

4. Set the payment amount you want to add

5. Optionally add a memo to the payment

6. Click Add Payment

Refund an Invoice Payment 

Studios using ShootProof Pay as their payment gateway can issue a full or partial refund to their customers for 180 days following the date/time stamp of the invoice payment. If you are using another payment gateway, you will need to issue a refund through that gateway. 

Note: If AutoPay is turned on for an invoice, future installments will not be affected by the refund.

Refunds typically take between 2-3 days from the time that the refund was initiated. However, it is possible that with some banks it can take up to 5 days or even until the end of the billing cycle to show up on the client’s statement.

To issue a refund on an invoice payment:

1. Go to Studio > Invoices > Click on the specific invoice

2. Click on the Payments tab at the bottom of the page

3. Click Refund in the far right column beside the payment you wish to refund

4. Set the amount you want to refund

5. Add an optional internal message about the refund

6. Click Confirm Refund

You can issue refunds for cash or check payments at any time.

To issue a partial refund on a credit card payment, wait until 24 hours after the payment so the charge can fully settle. For full refunds on a credit card payment, you can follow the steps above immediately after payment to void the charge. 

Once you cancel it, the Invoice will be visible in your account but will no longer be editable. Your client will be able to view and print the Invoice, but will no longer be able to make a payment. 

You can opt to send a cancellation email to the Linked Contact  on the Invoice when it is canceled by checking the box labeled Send a cancellation email to the client? You have the option to include a message in that email.

Hide an Invoice

Hidden invoices will not show in the All Invoices section of the Invoices tab, but can still be edited and viewed. To see your Hidden invoices, click into the Canceled & Hidden tab.

To hide an invoice from the Invoices tab:

1.  Click the overflow button (three dots) on the specific Invoice

2.  Choose Hide Invoice

To hide an invoice while viewing it:

1.  Click the overflow button in the top right of the invoice

2.  Choose Hide Invoice

Cancel an Invoice

Once you cancel it, the Invoice will be visible in your account but will no longer be editable. Your client will be able to view and print the Invoice, but will no longer be able to make a payment. 

You can opt to send a cancellation email to the Linked Contact on the Invoice when it is canceled by checking the box labeled Send a cancellation email to the client? You have the option to include a message in that email.

To cancel an invoice from the Invoices tab:

1.  Click the overflow button (three dots) on the specific Invoice

2.  Choose Cancel Invoice

To cancel an invoice while viewing it:

1.  Click the overflow button in the top right of the invoice

2.  Choose Cancel Invoice