MoeGo New Invoice - Revamped Payment Experience

MoeGo is committed to creating a more intuitive, efficient, and reliable payment system for handling invoices. This significant update focuses on improving the payment experience for both businesses and clients. With the revamped invoice, you will have better accuracy for payroll, accounting, and reporting purposes.

Key Updates

Enhanced Payment Flow

• Intuitive Interface: Key payment actions are more visible and intuitive, minimizing confusion for tasks like deposits and split payments.
• Error Prevention: Real-time validation alerts businesses to issues immediately, preventing manual corrections later.

Invoice Lifecycle and Finalization

• Final Invoice State: Every invoice reaches a final state after checkout, ensuring accurate data for downstream systems like payroll and accounting.
• Reliable Data: The finalized invoice process reduces discrepancies and enhances reporting accuracy.

Flexible Edits and Refunds

• Pre-Finalization Edits: You can easily modify, add, or remove items, adjust pricing, or reassign staff before finalizing the invoice.
• Post-Finalization Edits: After finalization, you can still add extra charges, adjust tips, or reassign staff. Each change in invoice balance generates a new invoice for accurate tracking.

Item-Level Refunds

• Granular Refunds: You can refund specific items or adjust refund amounts, allowing for more flexible and efficient refund management.
• Accurate Tracking: Each refund action creates a new invoice, ensuring all transactions are properly recorded for reporting.

1.1 Invoice Overview

Appointment Status: The current stage of the scheduled service, from scheduling to completion.

Payment Status: The current state of the payment associated with an appointment, whether the client has fully paid, partially paid, or unpaid.

Invoice Status: This indicates whether further action is needed to close out the transaction, which is based on both the appointment status and payment status.

• Usually, a finished appointment with full payment will automatically become a complete invoice.
• You can always manually complete the invoice when no further edits are needed in terms of services or items.
  • Unfinished appointment & Fully Paid
  • Unfinished appointment & Partial Paid
  • Finished appointment & Unpaid
  • Finished appointment & Partial

1.2 Completed Invoice

Once the invoice is completed, the appointments will be finished and the payment status will be settled, meaning the invoice automatically transitions to a final/completed state:

• No Reversal of appointments: Once checkout, you cannot reverse any action, including undo checkout or make adjustments to the appointment.
• No Further Edits Allowed: The completed invoice becomes locked and cannot be modified.
• No Additional Items: No new services, products, or charges can be added. 

*Post-checkout actions such as issuing a refund or adding extra charges are allowed, and a new invoice is generated to record the refund or extra charges. But the original invoice remains unchanged,

Since the invoice cannot be changed after finalization, it ensures the accuracy of downstream financial processes such as accounting, reporting, and payroll. Businesses can confidently reconcile payments without worrying about last-minute modifications.

Automatically transit to completed

When the appointment is marked as finished, and the full payment has been taken, the invoice will automatically be transited to "completed".

Manually transit to completed

• Go to appointment details > 3 dots > view invoice.
• Go to invoice > details > 3 dots > complete invoice.

1.3 Incomplete Invoice

The payment process is still pending, and the customer can settle the amount through various payment methods.

The invoice remains editable for businesses to apply discounts, adjustments, or changes to the items before the full payment is completed.

If the remaining balance is not paid, follow-up actions such as editing or payment requests can be issued.

1.4 Invoice Breakdown

Invoice items:

The re-designed invoice screen shows a detailed breakdown of all services and add-ons associated with the appointment. Each item is clearly listed, including the service name, the assigned staff, and the price. This offers a full view of the total service subtotal.

The invoice is updated in real-time, ensuring the customer is charged accurately, with all relevant changes reflected in the final total:

• Service Subtotal: Reflects any added services or modifications.
• Tax Calculation: Updates based on the new total.
• Total Amount Due: Shows the updated amount, including discounts, tips, and service charges.
• Amount paid: Reflects the total paid across all payment methods.

Payment methods on invoice:

You can choose payment method based on the customer’s preferences from a variety of available options, ensuring a flexible and fast transaction process.

• Credit Card: If the customer has a card saved on file, it will be displayed as a convenient option.
• Cash, Credit card, Pay online, Smart reader, Check, Venmo, or PayPal: the available options are set up under Settings > Payment.

2.1 Charge Now

• Go to appointment details > Take Payment > Charge now.
• Review invoice details: go to Edit/Add Invoice Items if needed.
• Select Payment Method
• Confirm and Charge

2.2 Take Deposit (Optional)

After scheduling an appointment or during the payment process, you can initiate the deposit process for the scheduled services. This is typically done before the service begins to secure a partial payment from the customer.

• Go to appointment details > Take Payment > Take Deposit.
• Review invoice details: go to Edit/Add Invoice Items if needed.
• Choose deposit amount: By percentage / By fixed amount
• Select a payment method
• Confirm and charge

After the deposit is collected, you can see the deposit amount paid as well as the remaining balance due in real time from the appointment card and appointment details. This ensures clarity and transparency throughout the transaction.

2.3 Split Payments (Optional)

• Go to appointment details > Take Payment > Charge now.
• Click on < Split payment >
• Select the first payment method and input the payment amount to charge, checking the total amount due.
• Based on "Left to pay", select the second payment method and input the payment amount to charge.
• Add more payment methods if needed.
• When the total amount due is 0, you can complete the invoice to finalize it or review the invoice item to charge more.

2.4 Edit/Add Invoice Items (Optional)

You can review the full breakdown of all invoice items and update them accordingly.

Edit Service & Add-on & Product

• Go to appointment details > Take Payment > Charge now.
• Click on < Add more items> including services, add-ons, and products.
• Hover over the items to see the < Remove > widget and remove.

For the appointment with prepayment, you can edit the invoice items before completing the invoice. The system will automatically detect the overpaid amount and trigger a refund process, ensuring accurate reporting and accounting.

Edit Service details (Staff/Price)

Re-assign the service to a different staff member if necessary, allowing flexibility in tracking who completed the service.

• Go to appointment details > Take Payment > Charge now.
• Hover over the items to see the < Edit > widget and update service price or staff.

Edit Service Charges

• Go to appointment details > Take Payment > Charge now.
• Click on < Add service charge> to select more and add.
• Hover over the items to see the < Remove > widget and remove.

Edit/Add Tips

• Go to appointment details > Take Payment > Charge now.
• Click on < Add tips> to select more and add.

Apply discounts

• Go to appointment details > Take Payment > Charge now.
• Click on discount to see available discount codes or add a one-time discount.

Use Package

• Go to appointment details > Take Payment > Charge now.
• Click on < Apply package> to apply.

Add Convenience Fees

• Go to the Payment section to enable "Credit card processing fee paid by clients": Visit MoeGo Processing Fee by Client for more details.
• When selecting credit/debit cards as payment method, it will automatically add the convenience fees to the invoice.
• You can manually remove the convenience fee by clicking on the checkbox if have access to do it (under role settings).

Add Payment Description

• Go to appointment details> Take Payment > Charge now.
• Add payment description before the charge.

3.1 Refund Payment Only

• Go to appointment details > 3 dots > View invoice.
• Go to Invoice > Payment activity > Refund payment.
• Input refund reason and amount to issue refund.

The system processes the refund using the original payment method (e.g., credit card or cash). If the refund is for a credit card payment, the refunded amount is sent back to the customer’s card. And the business will cover the processing fee on this credit card transaction.

3.2 Refund By Item

Although the invoice itself cannot be edited in terms of adding or removing services after being fully paid, you can still process item-level refunds.

• Go to appointment details> 3 dots > View invoice.
• Go to Invoice > Details > Refund item.
  • Select specific services or products from the invoice to refund.
  • Adjust the refund amount for a service item (You can choose to issue a full refund or a partial refund for a service that was not fully satisfactory).
  • Adjust refund quantity for a Product item (Product item can only be deducted for the quantity and can not change the price amount.)

After initiating a refund, a new invoice is automatically generated to reflect the refunded amount, while maintaining a clean record of the original transaction.

After Checking out and completing full payment for all services, the invoice will become the finalized state, where no further edits can be made to this finalized invoice. This ensures the integrity of the transaction data and allows for accurate downstream processes such as reporting, accounting, and payroll.

Even though the invoice is in a finalized state and cannot be edited in terms of service items or pricing, you can still manage post-payment adjustments. 

4.1 Add Extra Charge

The Extra charge is to add additional fees or costs that arise after the original payment (e.g., adding a fee for an extra service that was missed during the initial check-out). It allows you to apply additional charges to the invoice after it has been closed, without reopening or modifying the original service items.

• Go to appointment details> 3 dots > View invoice.
• Go to Invoice > Details > Extra charge.
• Select extra charge reason.
• Add invoice items, including service, add-on, service charge or tips.

When an Extra Charge is applied to a finalized invoice, the system generates a new invoice to record the additional charge while the original invoice stays unchanged. This ensures the original invoice remains intact, while the new invoice captures the extra charge as a separate order.

4.2 Send Receipt

After the invoice is fully paid, the business can Send a receipt to the customer.

• Go to appointment details> 3 dots > View invoice.
• Go to Invoice > Details > Send receipt.

• You can send receipts by message or email.
  • Send receipt by message: Edit message template.
  • Send receipt by email: Confirm the email address to send.

4.3 Edit Staff

When there is an error in the staff assignment, or if adjustments are needed, you can edit the staff for a particular service, ensuring the right employees receive tips or commissions.

• Go to appointment details> 3 dots > View invoice.
• Go to Invoice > Details > Edit staff.

The system does not reopen the invoice but ensures that the updated staff information is applied correctly for reporting and tip allocation purposes.

4.4 Edit Tips Split (Beta)

You can manage and edit the distribution of tips after the invoice is closed, ensuring that the correct amounts are distributed based on who provided the services.

• Go to appointment details> 3 dots > View invoice.
• Go to Invoice > Details > Edit tips split.
  • Reallocate tips among staff members.
  • Adjust tip amounts: The tip split can be adjusted by percentage or by a and fixed amount, depending on the setup.

The updated tip amounts are now reflected on the invoice, ensuring that the correct staff members receive the appropriate tip amounts.

5.1 Cancel appointment in different status

Go to appointment details > 3 dots > cancel appointments.

• Unfinished & Unpaid appointment: you can directly cancel or mark it as a no-show, then charge a no-show fee.

• Unfinished & Partially paid appointment: you can check on the boxes to decide whether or not to refund the partial payment or mark it as no-show.

• Finished & Partial/ Fully paid appointment:

Note that the appointment cannot be canceled without a refund being confirmed. This prevents inconsistencies in reports and accounting by ensuring that finished and paid invoices remain final.

Q: Can I still make changes to an invoice after it’s marked as "Fully Paid"?

A: It depends on whether the invoice is completed or not. If the invoice is fully paid but not closed, you can still make changes to this invoice.

Once an invoice is fully paid and closed, it is locked from further edits regarding services or products. However, you can still perform certain actions like issuing refunds, adding extra charges, or editing staff assignments using separate processes, and those actions will generate new invoices for record-keeping.

Q: Can I refund a specific payment method?

A: Yes, the system allows you to refund using the original payment method used by the customer. For example, if the payment was made via credit card, the refund will be issued back to the same card. If the payment was in cash, you can refund it in cash.

Q: What does the “Complete Invoice” button do?

A: The “Complete Invoice” button finalizes the invoice. Once clicked, the invoice becomes locked, meaning no further edits to services, items, or payments can be made. However, you can still issue refunds or extra charges, which will generate separate invoices. 

Q: How does the system handle no-shows or cancellations?

A: When a customer doesn’t show up for an appointment or cancels:

• The invoice can be marked as No-Show or Canceled.
• Businesses can apply a no-show fee or cancellation fee depending on their policy.
• If no charges are needed, the invoice can be closed without further action.

Q: How does the system record payment activity?

A: The Payment Activity section in the invoice provides a detailed log of all payment-related transactions:

• It shows payments made, including the amount, payment method, and timestamp.
• It also records refunds, showing the refunded amount, reason, and refund method.
• This history ensures transparency and accurate record-keeping for both the business and the customer.

Q: Can I edit staff assignments or tips after an invoice is closed 

A: Yes, after an invoice is fully paid, you can still edit staff assignments (who performed the service) and adjust tip splits between team members. These changes won’t alter the original invoice but will be reflected in the payment and staff activity logs.

Q: How do I track unpaid invoices?

A: Unpaid invoices are marked as Unpaid, and they remain open in the system until payment is received. You can view all unpaid invoices in the invoice management screen and follow up with customers to collect payment. Additionally, reminders can be sent, or further payment arrangements can be made.

Q: How can I find invoices that are not completed?

• Review on the calendar: Find the appt hasn’t been fully paid or Finished by checking the payment status on the appointment cards.
• Sort by Date or Customer: Go to the client profile > Appointment to locate specific open invoices with a payment status filter.

Feel free to reach out to MoeGo Support if you have further questions.