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How to generate an invoice in Bookem

Bookem makes it easy to generate invoices directly from your calendar or from a client’s profile. Whether you're billing for an appointment, a package, or a product, you can create and manage invoices in just a few clicks.

With visual invoice statuses in your calendar, you can quickly see:

  • Appointments that still need to be invoiced

  • Bookings that already have invoices

  • Invoices that have been paid

This makes it easy to stay on top of your billing and follow up where needed.

This video shows you how to create an invoice, allocate a payment, and send a paid invoice receipt to a client in just a few clicks. Watch now to see how easy it is to manage invoices from your calendar.

Invoicing an appointment directly from your calendar

If the invoice is for a booking, it should always be created from the calendar to make sure the correct team member and service details are attached.

Here’s how to do it:

  1. Go to your Calendar

  2. Click on the booking you want to invoice

  3. Click New invoice

Bookem will automatically pull in the client, team member, and service information.

💡 Tip: Want to invoice for multiple bookings? Just click + Add booking in the invoice window to add more appointments to the same invoice.

Editing an invoice

Before finalising an invoice, you can:

  • Add, edit, or remove line items

  • Copy a previous invoice

  • Add line item groups for faster entry

  • Edit pricing or apply a discount

  • Add, edit, or remove ICD-10 codes

  • Add, edit or remove Associate Team members/ resources

You can also edit an invoice after it’s been finalised - just open the invoice from the client’s account or from Accounts > Invoices, make your changes, and save.

If you've already sent the invoice to a client, remember to resend it if you've made any important updates.

Finalising an invoice

Once you're happy with the invoice, choose one of the following options:

  • Finalise – Saves the invoice while keeping it open for further edits

  • Finalise & close – Saves and closes the invoice

  • Finalise & send – Sends an unpaid invoice to the client

  • Finalise & pay – Allocates payment and saves the invoice. You'll also be prompted to send a paid invoice

Invoicing for packages, products, or non-booking items

If you're billing for something that isn’t linked to a calendar booking - like a product, prepaid package, or miscellaneous charge - you can create an invoice either from the client’s profile or from Accounts > Invoices.

From a client profile

  1. Go to Clients and select the client

  2. Click on the Account tab

  3. Click + Create an invoice

  4. Add the required line items

  5. Click Finalise to complete the invoice

From the Accounts section

  1. Go to Accounts > Invoices

  2. Click + New invoice

  3. Use the Client search bar at the top to find and select the client

  4. Add the required line items

  5. Click Finalise to complete the invoice

💡 Reminder: If the invoice is linked to a calendar booking, always generate it from the calendar to ensure all associated data is included (like team member, service type, and booking details)

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