On Solo and Pro, CaliDiary makes a numbered invoice for a booking automatically when it is paid in full (or when it is confirmed, or by hand), with your VAT number and a tax line, and a credit note when you refund. No add-on to buy and no separate invoicing tool: the invoices are made and kept on your own website, and an issued invoice never changes afterwards.
An invoice when a booking is paid in full, when it is confirmed, or by hand. No copying into another tool.
Credit all or part of an invoice with a reason; the tax is reversed in proportion.
Each invoice keeps a copy of the business, customer, lines and tax it was issued with.
Paid in full, confirmed, or by hand.
Business details and VAT or tax number.
In their emails and on their booking page.
When the booking and the invoice live in different places, someone copies the details across, and mistakes creep in. With CaliDiary, the invoice is made from the booking itself: the right customer, the right service, the right price and the right tax, numbered in order. It is included in Solo and Pro, not sold as an extra, and it works with card payments and deposits as well as bank transfers.
Choose in Settings → Invoices (Solo and Pro):
A booking never gets two invoices unless the first has been fully credited.
Your business details and VAT or tax number, the customer, the lines with their prices, and the tax rate and amount for each, worked out from the tax settings the booking was charged with. When an invoice is issued, CaliDiary keeps a copy of all of this. Changing your address, a service's price or a tax rate afterwards never alters an invoice already issued.
Refund all or part of an invoice with a credit note and a reason. Tax is reversed in proportion, and a credit note can never be for more than its invoice. Credit notes have their own numbering, CN-{year}-0001 onwards.
Staff open invoices from the booking window while signed in. Customers get a View invoice link in their confirmation, acceptance and reminder emails and on their booking page. Those links are private: only a fingerprint of each link is stored, wrong links show a plain "not found", invoice pages are never cached or indexed by search engines, and repeated guessing is slowed down.
Invoices are made and stored on your own website, in your WordPress database, never on our servers. They are included in a customer's data export and kept when a customer's details are erased, because your accounts need them.
Tax return appointments, discovery calls and documents before the meeting.
Free first calls, paid consultations and conflict checks before you confirm.
Discovery calls, paid strategy sessions and client workshops.
Portrait sessions, headshots and mini-session days, with the shoot details asked up front.
MOTs, services and repairs, with the registration and the fault asked up front.
One-to-one lessons, free tasters and small revision groups, booked by parents.
Prices with or without tax, the rate kept with every booking, and named rates per service.
Show your bank details with a reference, or a payment link per service, then mark as paid.
Not every booking needs a price: free, pay later, bank transfer or card, chosen per service.
Paid up front, in full or by deposit, into your own Stripe, PayPal or Mollie. No commission.
Download bookings and customers as spreadsheets; a Reports screen on paid plans.
Every visit, answer and private note for each customer, in one place.
Start on the free plan, with no booking limit. Upgrade only when you need to.
