Learning Hub · Policies

Invoicing Policy

Automate invoice generation, sending, and payment reminders

What does this policy do?

The invoicing policy controls when invoices are generated, how long clients have to pay, and whether the system automatically sends invoices and reminders. This lets you run a hands-off invoicing workflow.

How automated invoicing works

The system generates invoices at a set time before the end of each month, covering all confirmed bookings in that period.

Invoice generation date

Set how many days before month-end invoices are created (e.g. 7 days = invoices generated on the 24th for a 31-day month)

Payment terms

How many days clients have to pay after the invoice date (e.g. 14 days)

Auto-send

When on, invoices are emailed to clients automatically — no manual action needed

Booking reminders

Separate from invoices: sends a reminder email the day before and/or on the day of each booking

Minimum invoice amount

Invoices below this amount won't auto-send (prevents tiny invoices cluttering clients' inboxes)

Example monthly invoice timeline

Invoice Date: 7 days before month end, Payment Terms: 14 days, Auto-send: On

📄

24th

Invoices generated for all January bookings

now

📧

24th

Auto-sent to clients via email (PDF attached)

💰

7th Feb

Payment due date (14 days later)

🔔

5th Feb

Reminder sent 2 days before due date

What the client receives

Click each scenario to see the result and email preview

Auto-send is ON and invoice is generated

The client receives an email with an attached PDF invoice listing all their confirmed bookings for the month, totals, and the payment due date.

Invoice #INV-2025-001 from Your Pet Sitter

to: client@example.com

Please find attached your invoice for January 2025. Total: £185.00 Due by: 7 February 2025 Bookings included: • Bella — Boarding 5 nights (6–11 Jan) • Bella — Daycare 3 sessions (15, 17, 22 Jan)

Booking reminder (day before) is ON

The client gets a friendly heads-up the day before each booking.

Reminder: Bella's Boarding Tomorrow

to: client@example.com

Just a reminder that Bella's boarding stay begins tomorrow (15 January). Drop-off time: 9:00 AM. Please ensure you bring Bella's food, medication, and favourite toy.

Tips & best practices

7 days before month-end with 14-day terms is a popular setup — clients get time to pay.

Turn on auto-send to save yourself manual emailing each month.

Use the minimum invoice amount (e.g. £5) to prevent invoices for very small amounts.

Booking reminders improve client experience and reduce no-shows.

Learning Hub • Invoicing Policy

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