MoeGo New Invoice (Boarding & Daycare)

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This revamped invoice system is available on the MoeGo Boarding & Daycare Module.
This is on Closed Beta: Enrollment is by invitation only.

We've revamped our invoice system to create a more streamlined and accurate payment experience tailored for our boarding and daycare services. This update enhances the entire payment process, from generating an estimate to final payment and reporting.

This guide will walk you through the new features and changes.

Overview of Core Improvements

Our new invoice system introduces a structured and reliable process for managing all your transactions. Here’s a quick look at the key enhancements:

Enhanced Financial Accuracy and Reporting: Ensures reliable data for downstream systems like payroll and accounting by reducing financial discrepancies with structured audit logs and traceable receipts.
Greater Flexibility and Operational Efficiency: Saves time and reduces errors by allowing on-the-fly modifications to invoices, handling last-minute changes, and processing refunds with more control, all without reverting appointments.
Improved Customer Communication: Allows clients to preview service charges and confirm details before payment is processed, leading to clearer communication and a better customer experience.

Feature Area	Previous System	New Invoice System
Invoice Lifecycle	No structured process; invoices remained editable even after being marked "Paid."	Invoices now follow a clear lifecycle: Estimate → Open → Closed.
Deposits	Deposits were simulated using partial payments and were difficult to track.	Deposits are now formally tracked with specific rules, audit logs, and support for refund & forfeit logic. A receipt is also linked to the invoice.
Estimate Invoices	Not supported.	You can now issue a pre-checkout invoice for signature and confirmation before payment.
Refunds	Refunds were manual and could only be applied to the full invoice.	You can now issue refunds for specific line items. Each refund generates a receipt linked to the original invoice.
Receipts	Receipts were difficult to trace back to their corresponding invoices.	Receipts are now fully linked to each invoice and can be managed, viewed, or resent directly from a dedicated module.
Edits	Editing an invoice required reverting the appointment to a previous status.	Invoices can be edited inline before or after being finalized, without needing to revert the appointment.
Reporting	Data was often fragmented, making financial reporting challenging.	Reports are now structured and reliable, with dedicated deposit audit logs and invoice-level income reports.

Key Features and How-To Guides

1.Invoice Lifecycle: From Estimate to Closed

The new invoice lifecycle provides clear stages for every transaction, ensuring accuracy in your financial records. The statuses—Estimate, Open, and Closed—define what actions can be taken at each step.

You can now create an "Estimate Invoice" before checking out an appointment. This allows clients to review and confirm all charges, including services and pricing, before final payment.

How it Works:

Generate an Estimate: Staff can create an estimate directly from the appointment view.
Customize and Confirm: The estimate can be customized with a client signature, item descriptions, and business information. It can be emailed to clients or printed out.
Convert to an Invoice: Once checked in, the estimate can be easily converted into an "Open" invoice to collect payment.

For a detailed walkthrough of how the invoice lifecycle works, please see our guide:

2.Advanced Deposits: Configure, Collect, and Manage

Our new system offers powerful and flexible tools for managing deposits.

How it Works:

Set Deposit Rules: Create deposit rules to automatically require deposits based on service type, date range, or client group.
Collect Deposits: The system will prompt staff to collect a deposit at booking or check-in based on the rules you've set. You can also manually take a deposit at any time.
Track Everything: Every deposit is tracked with an audit log, and the amount is clearly displayed on the invoice. The system automatically calculates the remaining balance at checkout.
Refund or Forfeit: Deposits can be easily refunded to the original payment method or forfeited (e.g., as a no-show fee), with every action logged.

For step-by-step instructions on setting up and managing deposits, please see our guide:

3.Item-Level Refunds

You no longer need to refund an entire invoice to correct a single item.

You can now refund specific line items on an invoice.
The refund method will match the original payment method used.
A refund receipt is generated and linked to the invoice for clear tracking.
The refund status is clearly marked on the invoice.

For step-by-step instructions on refunds, please see our guide:

4.Flexible Checkout and Payments

The checkout process is now more flexible and intuitive.

Staff can add tips or upsell services directly at the checkout screen.
The system automatically applies deposits to the remaining balance.
You have the option to take full payment, partial payment, or defer payment (if permitted).

5.Applying Perks: Discounts, Packages, and Credits

Applying customer perks is now seamless.

Active discounts can be applied automatically or added manually.
A client's available store credit balance is visible during checkout.
Service packages can be redeemed easily, and the final invoice will reflect the usage and remaining value.

Migrating To New Invoice

Transitioning to the new invoice system is a straightforward process, but there are a few key things to be aware of to ensure a smooth changeover.

What to Expect

The migration will be handled by our team. You will be notified when your account is scheduled to be moved to the new system. Once migrated, you cannot revert to the old invoice system.

Important Note

Appointments that were marked as "Finished" but not paid for before the system update may have editing limitations. In our legacy system, these invoices were "locked," and the "Undo checkout" feature was required to make changes. This feature is no longer supported in the new system.

As a result, invoices for these specific pre-migration appointments were imported in a locked state and can no longer be edited.

Workaround: If you need to apply a discount or make other changes to one of these locked invoices, you can cancel and duplicate the appointment. This will generate a new, editable invoice in the new system.

What to Do After Migration

To get the most out of the new system, we recommend you and your team take the following steps:

Review your deposit settings and behavior during booking to ensure your team understands the new refund and forfeit options.
Practice issuing Estimate Invoices and converting them into Open or Closed invoices.
Familiarize yourselves with the new invoice status logic (Estimate → Open → Closed) and the actions allowed at each stage.
Use the new invoice view to access and resend receipts, eliminating the need to navigate to a separate receipt center.
If a refund fails, check if it was for an invoice created in the legacy system. If you run into issues, please contact support for assistance.

FAQ

Q: Why do some refunds fail even with the new system?

A: Our new "Auto Refund Retry" feature applies only to invoices generated entirely within the new invoice system. Invoices from the legacy system, especially those linked to recurring appointments, are not eligible for this feature and must be processed manually if they fail. If you encounter issues, please check if the invoice is from the legacy system.

Q: Can I refund just one part of a service instead of the whole invoice?

A: Yes. New Invoice supports item-level refunds. You can refund a specific line item without cancelling or voiding the full invoice.

Q: What is the difference between an "Estimate" and an "Open" invoice?

A: An Estimate is a draft version sent to a client for review before payment. Once the client confirms it, it becomes an Open invoice, which is ready for payment.

Q: Are deposits easier to track now?

A: Yes. All deposits—whether collected, refunded, or forfeited—are tracked in a dedicated deposit audit log and are linked back to the original invoice for clear reporting.

Q: Do we still need to go to the receipt module to resend receipts?

A: No. All receipts are now linked directly to the invoice. You can view, resend, or print them right from the invoice screen.

Q: Can I still edit an invoice after it’s paid?

A: In most cases, yes — if the invoice is in Open status. After it's closed, edits are restricted to preserve accounting accuracy.

Q: Can I switch back to the old invoice system?

A: Reverting to the legacy invoice system is not supported.The new system was built to provide a more reliable and accurate platform for the future.