Generating Group Invoices

Overview

You can generate Group Invoices for Group Appointments and accept payment for the entire group. Usually, one member of the Group makes the payment for the entire Group. 

Scenarios:

  • Scenario 1: All members of the Group avail Services on the same day; one guest pays for the Group.  
  • Scenario 2: Some members of the Group have already availed Services a few days back; another member of the Group wants to clear the Group bill today. 
  • Scenario 3: Some members of the Group are eligible for discounts because of Memberships or Packages, while other members need to pay the full amount. 
Best Practise and Tip: While working with Group Invoices, first generate individual invoices so that guests who have memberships or have purchased packages can still avail their benefits.

 Scenario 1

To generate a group invoice when all members of the Group avail Services on the same day and one guest pays for the Group, do the following: 

  1. After all members of the Group avail their Services, click Take Payment (Group Bill)
  2. The Group Invoice opens with the bill details. Select the method by which the Group wants to make the payment.  
  3. Click Add Payment
  4. The amount appears in the bottom panel of the Group Invoice. 

     
  5. Click the Print icon  to print the bill and hand over to the Group. 

Scenario 2

In some cases, some members of the Group may have already availed some Services earlier - which means, there is an open invoice with a pending payment. This pending amount is cleared by another member of the Group.
Example: A mother-daughter combination comes on different days. The daughter may have come into your Center a few days back and may have had a hair-cut and a body massage. She informs the front desk that she would pay later. The front desk keeps her invoice open. Now, when her mother comes to your Center to avail some services, such as say a global hair coloring and a deep tissue massage, the front desk alerts her that there is a pending payment from her daughter. In such a case, the front office can generate a Group Invoice, by clubbing the earlier pending amount with the amount that the mother now owes the Center. 

In such cases, Zenoti allows the front desk to enter details of the open invoice (daughter's pending payment) to the new invoice (mother's invoice). Zenoti treats such invoices as a Group Invoice.  

To generate a group invoice when some members of the Group have already availed services a few days back and another member of the Group wants to clear the Group bill today, follow these steps: 

  1. After members of the Group have availed Services, click Take Payment (Group Bill).  
    The Group Invoice opens with the bill details. 
  2. In the Invoice section, enter the individual Invoice numbers of open invoices (of members of the Group), as required. 
    Note: An open invoice means a guest who has availed Services earlier, but has not paid. 
  3. Select the method by which the Group wants to make the payment.  
    Click Add Payment
  4. The amount appears in the bottom panel of the Group Invoice.  
  5. Click the Print icon  to print the bill and hand over to the Group. 

 Scenario 3

If some members of the Group are eligible for discounts because they have memberships or have purchased packages, then the front desk processes these payments individually (so that discounts are applied), and then views the Group Invoice to process payments.

To generate a group invoice where some members of the Group can avail discounts, while others have to pay the full amount, follow these steps:

  1. After members of the Group have availed Services, select the first guest of the group on the Appointment Book and click Take Payment.  
    Note: If the guest has any discounts that she is eligible for, Zenoti automatically applies the discount. See screenshot below where Suzanne has availed a Service that would normally cost her $30, but Zenoti automatically applies a Membership discount which gives her a $3 discount on her bill. 
    Info: If an appointment is a part of a Group Appointment, when you click the appointment, you will get two options - Take Payment and Take Payment (Group Bill). 
  2. Click the  icon on the individual invoice to view the Group Invoice. 
    The Group Invoice opens.
  3. Notice that the other member of the Group, does not have any Membership or Package discounts. 
    Example: Ann Supadha pays the full amount ($64.22) for the Service she avails.

     
  4. Select a payment method from the Collect Payment section. 
    Example: Cash.
  5. Click Add Payment.
    The payment details (method of payment and amount) appear in the bottom panel of the Group Invoice.
  6. Click the Print icon  to take a print of the Group Invoice and hand over to a member of the Group. 

To see how the front desk can do a group booking, see the article Booking Group Appointments.

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