How to close out an invoice

Step 1: Tap Checkout at the top of the Shopflow Menu

This will bring up a search field where you can enter the customer's name.

Step 2: Enter the name of the customer

A customer's name should begin to auto-populate as you type their name into this search.

Tap the customer's name to continue.

Step 3: Select your invoice

This new window displays all of the invoices associated with your customer. Each invoice will display certain details, including:

• Instrument
• Serial number
• Completion date
• Balance
• Status
• Invoice number

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These invoices are organized into two sections:

Complete

These are invoices that are ready to be paid for by or sent to the customer.

Billed

These are invoices that have already been sent out to the customer, but have yet to be paid by that customer.

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To select an invoice:

• Tap the empty checkbox to the left of an invoice (this should turn the checkbox green)
• Tap the green "Next" key at the bottom right of the page to continue

Step 4: Review the outgoing action

After selecting an invoice, you will have a chance to accept or revise the outgoing action of the instrument associated with that invoice.

If you need to make more adjustments, tap the yellow "Setup" button to open up the full setup tool.

If you are happy with the outgoing action, tap the green "Accept" button; this button will then change to read "Setup Reviewed" with a checkmark next to it.

Step 5: Closeout the invoice

Tap the green "Closeout (x) Invoice" button at the bottom right of the page to complete your invoice review and open up the pickup/shipping menu.

Step 6: Select pickup or shipping option

In the pickup/shipping window, you will be presented with the following options:

• Pickup at shop
• Ship in state
• Ship out of state

Tap the grey box corresponding to your desired option.

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A Note on Shipping:

Tapping either of the shipping options will prompt you to add tracking information and the amount you will charge for shipping. Enter in this information, then tap the green "Done" button to continue to the next step.

Step 7: Record payment details

At the right of this window you will find a grey list of payment methods (cash, check, etc). To record the payment method:

• Tap the payment method used to pay the invoice (this will highlight it in blue)
• Tap the green "Paid" button at the bottom right of the window

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This window also displays the following information:

• Instrument
• Balance
• Cost of labor, parts, tax, shipping
• Total

Step 8: Preview and send receipt

The receipt that Shopflow generates when closing out an invoice will automatically detail a summary of labor and parts. You can preview the receipt in this final window.

At the right of the receipt preview, you can enter in the following details:

• Customer email
• Message subject
• Message body

Step 9: Tap "Send & Close" to finish closing out the invoice

Note that you can also download and print the receipt in this same window.

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