Genius POS · Retail · US · Invoicing

Send an invoice with Genius

Create an invoice in the Portal, send it by email or text, and let your customer pay online. These eight chapters cover the one-time setup, sending an invoice and following up until it is paid. Every screen shown is from the Genius Help Center.

CH 1–2Set upCheck your branding and turn on Invoicing.
CH 3–4StartOpen a new invoice and choose the customer.
CH 5BuildAdd items and any discounts.
CH 6SendReview it, then send by email or text.
CH 7–8Follow upTrack status, remind, refund or cancel.

Move between chapters with ← → or the buttons above. Click any screenshot to enlarge it. Tap Listen in any chapter to have it read to you.

01 / 08

Check your branding first

Every invoice carries your business name, logo and brand colors from the Branding page in the Portal.

Portal › Branding

Fill in your Business Name.
Add your logo and brand colors.
Changes apply automatically to invoices and other supported products.

Required: if Business Name is blank, emailed invoices will not be delivered.

Also confirm

Your account has access to Invoicing (chapter 2).
Each location that will send invoices has been configured.

Source: Getting Started with Invoicing

Example customer invoice showing business details, items, totals and a Pay button — An example invoice as the customer sees it, with your business details at the top.

02 / 08

Turn on Invoicing

Invoicing is a tool you add from the Marketplace. This is done once per account.

Marketplace › Tools › Invoicing › Add

Find Invoicing in the tools list and select Add.
Select Explore Plans.
Review the details, tick the box and select Confirm Pricing.
Select See My Tools, find Invoicing and select Enable.

Request access

Select Get Started.
Select Submit Request.

Wait for the email: requests are usually processed within 24 hours. Until then the page shows "Awaiting Configuration."

Source: Getting Started with Invoicing

Marketplace Tools page listing Invoicing — Marketplace, Tools: locate Invoicing and select Add.

Confirm Pricing screen — Tick the box, then Confirm Pricing.

My Tools with Enable for Invoicing — My Tools: select Enable.

Submit Request screen — Get Started, then Submit Request.

03 / 08

Start a new invoice

You can begin from either invoice page in the Portal.

Invoices › List or Overview › Add Invoice

In the Portal, select Invoices, then List or Overview.
Select Add Invoice at the top right.
Choose a Location and an Order Type.
Select a due date.

Have ready

The customer's email address or mobile number.
The items or services you are billing for.

Source: Add an Invoice

Invoice List page with the Add Invoice button at the top right — The Invoice List page. Add Invoice is at the top right.

Add Invoice page with Location, Order Type and due date — Location, Order Type and due date.

04 / 08

Add the customer

Pick someone already in your customer list, or add a new customer without leaving the invoice.

Add Invoice › Customer

Open the customer dropdown and search by name.
Select the customer, or select Add new customer.
For a new customer, fill in the fields marked with an asterisk. Expand Additional Fields only if you want to record more.
Select Save.
To copy other people on the invoice, enter their email addresses under additional recipients.

Source: Add an Invoice

Customer dropdown with search results and Add new customer — Search for a customer, or choose Add new customer.

New customer required fields — Required fields for a new customer.

Additional Fields expanded — Optional Additional Fields.

05 / 08

Add items and discounts

Items come from your Item Library, or you can type in a one-off manual item. The total updates as you go.

Add Invoice › Items › Edit Cart

Items

In the Items section, select Edit Cart.
Search for and select an item, or add a manual item.
Enter the quantity and check the price.
Repeat until everything is on the invoice.

Discounts (optional)

Under Totals, select Add/Edit Discounts.
Select Discounts to choose a saved discount, or Manual to enter a percentage or dollar amount.
Enter manager credentials if asked, then select Save.

Source: Add an Invoice

Items section with the Edit Cart button and totals — The Items section. Edit Cart opens the item picker.

Item picker for adding items to the invoice — Adding items to the invoice.

Add or edit discounts panel — Add/Edit Discounts.

Discount options — Saved or manual discounts.

06 / 08

Review and send the invoice

Check the invoice once more, choose how the customer is notified and send it.

Add Invoice › Communication › Send Invoice

Type any note for the customer in Message to Customer.
In Communication, choose the notification method: email, text or both.
Select Send Invoice.

Sending several? Select Send and Add Another to start the next invoice straight away.

What the customer gets

A secure link to view the invoice online, download it and pay. They can pay in full or in part, or pay in person at your POS.

Source: Add an Invoice

Complete Add Invoice page with details, items, message, communication method and Send Invoice button — The full Add Invoice page. Communication and Send Invoice are at the bottom. Click to enlarge.

07 / 08

Track what has been paid

Two pages show where every invoice stands.

Invoices › Overview or List

Overview

Groups invoices into Overdue, Outstanding and Paid.
Select a group to see just those invoices.
With several locations, use the dropdown to view one at a time.

List

Search by customer name, phone number or invoice number.
Filter by status, location or date.
Use the three-dot menu on a row to duplicate, edit, preview or send a reminder.
Select Export for an Excel or PDF copy.

Source: Manage Invoices

Invoice Overview page with Overdue, Outstanding and Paid groups — Overview: Overdue, Outstanding and Paid.

Invoice List page with search and filters — List: search, filter and open any invoice.

08 / 08

Remind, refund or cancel

Open an invoice from the list to see its details and act on it. The actions offered depend on the invoice's status.

Invoices › List › select an invoice › Invoice Actions

Send reminder: resends the invoice by the original method.
Preview invoice: shows the customer's view and lets you download a PDF.
Duplicate invoice: starts a new invoice with the same customer, items and prices.
Cancel invoice: any partial payment is refunded and the customer is notified.
Refund invoice: appears only for invoices with completed payments.
Write off: marks an unpaid invoice as Bad Debt. Partial payments are not refunded.

On the details page

Activity Log: when notifications were sent, when the customer viewed the invoice and when payments arrived.
Tenders: every payment applied so far.

Source: Manage Invoices