When are Invoices Generated?

Scout generates invoices in arrears, meaning after services are completed.

You can choose a billing period of weekly, every 2 weeks, or every 4 weeks. In the following example, I'm going to use weekly billing.

Every billing period starts on a Monday at 12A (midnight) and ends on a Sunday at 11:59PM. When a service started, a transaction is created.

Every Monday we batch all the transactions from the billing period into a DRAFT invoice. For example, all of the appointments started between Monday, January 7th and Sunday, January 13th will be invoiced (DRAFT) on January 14th.

Can I review my invoices before they are sent?

You have all day Monday to review all the invoices. You can issue credits, add line items and add a memo.

On Tuesdays "cash/check/other customers will be sent an invoice automatically. When you receive payment you can mark the invoice as paid. You can use the memo to add your additional information to the invoice. 

For credit card customers, we bill the cards on Tuesday am automatically. If the transaction is successful, we automatically mark the invoice as paid and send a payment receipt. If the transaction fails, we send an email automatically to let them know then need to update their payment method.

What happens after the invoice is sent?

Credit Cards Customers

Upon successful payment, invoices are automatically marked as paid and a detailed payment receipt is sent. 

If there is an issue processing a payment method, a payment declined email is sent. 

You can re-attempt to charge the card manually or Scout will attempt to automatically process payment for the open invoice the following week.

Cash Customers

To learn how to enable cash, click here

On Tuesday morning, Scout will send an invoice to any customers who are authorized to pay cash. Upon receipt of payment, an administrator must open the invoice and manually mark it as paid. Once the invoice is marked as paid, a payment receipt will be sent to the customer.

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