Complete a billable appointment or task then review, edit and send an invoice to your client.
Invoice for your services by creating billable Tasks or Appointments.
When you and your client have agreed you will work together you can get started by creating a billable Task.
Go to Appointment & Tasks and select the Tasks tab and click the 'CREATE A NEW TASK' button:
The task can be for any type of billable work. It can be a fixed fee or flat amount for a service, or it can be calculated on an estimated hourly charge. The Task amount can be reduced before you send your invoice.
Enter a title, a description of the services you are providing, the amount and a due date. The due date lets the client understand when they can expect to be charged for your services.
By creating a task you are requesting that your client pre-authorize the cost for your services on their credit card. When the client accepts the Task the status changes from Pending to In Process:
Go to Case Details > Transactions to view the status of the Task pre-authorization:
A pre-authorization amount is now held on the client's credit card. The pre-authorization charge will expire and be re-captured every 7 days. Sometimes when a client sees that the pre-authorization charge has been re-captured they think they have been charged twice. This is not the case, the client will never be charged more than the pre-authorized amount.
Some clients are not familiar with pre-authorization charges. Explain to your client that the pre-authorization is holding the credit amount on their card, they have not yet been charged. Your fee is captured and the transaction is completed when you send your Invoice.
When your services for the client have been completed and you are ready to invoice, select 'Invoice' from the Task status:
Edit the invoice to add a note for your client or to reduce your fee. Once you have made any required changes, select 'SEND INVOICE TO CLIENT'
The Task status now displays as Invoiced:
Your client will now see that they have been charged. The pre-authorization may still be displayed on their credit card details, but they have not be charged twice. The pre-authorization hold may take up to 7 days to be released.
Go to Case Details > Transactions
The pre-authorization transaction has been updated to a 'Capture'. This transaction is now complete:
The invoice for your services will be uploaded into the Shared Document Library:
Your invoice for the Qase fee will be emailed to you.
Your fee will deposited to your bank account, it may take up to 7 days for this payout to be processed.
Create a new billable Appointment:
Go to Appointment & Tasks > CREATE A NEW APPOINTMENT
Enter an appointment title, description and select the billable appointment check box. Select a time and 'SUBMIT REQUEST'
When the client accepts the Appointment the status changes from Pending to Accepted:
A pre-authorization amount is now held on the client's credit card. The pre-authorization charge will expire and be re-captured every 7 days. Sometimes when a client sees that the pre-authorization charge has been re-captured they think they have been charged twice. This is not the case, the client will never be charged more than the pre-authorized amount.
After the Appointment is completed return to Appointments & Tasks and select Invoice:
Edit the invoice to add a note for your client or to reduce your fee. Once you have made any required changes, select 'SEND INVOICE TO CLIENT'
The Appointment status is updated to Invoiced:
The invoice for your services will be uploaded into the Shared Document Library and the Qase service fee invoice will be emailed to you.
Your fee will deposited to your bank account, it may take up to 7 days for this payout to be processed.