Invoicing Clients and Companies from Booker

For many sole traders, getting paid is the most awkward part of the job. Asking for money at the end of a session, chasing outstanding balances by email, or trying to format an invoice that looks professional — none of it is why you went into business. Booker’s invoicing feature is designed to make the whole process straightforward.

One-click invoicing from an appointment

The quickest way to invoice is directly from an appointment. Once you’ve enabled invoicing in Settings, an Invoice button appears on every appointment. Tap it, review the pre-filled line item, and issue — your client receives a PDF invoice by email with a link to pay by card through Stripe.

That’s the entire flow for a standard session. No spreadsheets, no separate invoicing tool, no copy-pasting client details.

Billing companies and third-party payers

Some professionals — particularly therapists working with Employee Assistance Programmes (EAPs), or coaches commissioned by employers — need to invoice a company rather than the individual attending sessions.

Booker handles this with billing contacts. You can create a company or payer as a billing contact, then raise an invoice against them with line items for each client session covered. The billing contact receives the invoice by email; the clients themselves don’t need to be involved in the payment process at all.

This is useful for:

• EAP providers paying for employee therapy sessions
• Employers commissioning coaching for staff
• Insurance companies covering treatment sessions
• Any other arrangement where a third party picks up the bill

VAT

If you’re VAT registered, Booker can add VAT to your invoices at the standard 20% rate. Line items show the net amount, with VAT shown separately and a gross total at the bottom — exactly what HMRC requires for a valid VAT invoice. Your VAT number appears on every invoice automatically once you’ve entered it in Settings.

If you’re not VAT registered, simply leave VAT turned off and it won’t appear anywhere on your invoices.

Card and bank transfer

Clients can pay by card through Stripe (the same payment processing Booker uses for appointment payments), or by bank transfer using your sort code and account number. Both options can be active at the same time — the invoice shows whichever you’ve configured.

Bank transfers are particularly useful for company clients who prefer to pay invoices through their accounts department. Once you’ve received the payment, mark the invoice as paid in Booker and the record updates.

Invoice numbers and credit notes

Every invoice is assigned a sequential number — INV-0001, INV-0002, and so on — when it’s issued. The number is permanent and is never reused, even if an invoice is voided. This keeps your records clean for accounting purposes.

If you need to cancel an invoice after it’s been issued, you can raise a credit note. A credit note mirrors the full original invoice and cancels it entirely. Credit notes have their own sequence (CN-0001, CN-0002, …) and are linked to the original invoice.

Overdue reminders

Booker can send automatic reminder emails when an invoice becomes overdue. You set the interval between reminders and a hard cap (maximum 3 reminders per invoice) to avoid over-chasing. Reminders stop the moment the invoice is paid.

Getting started

Invoicing is off by default — it’s designed to be opt-in so it doesn’t get in the way for professionals who don’t need it.

To enable it:

1. Go to Settings → Invoicing
2. Toggle Enable Invoicing on
3. Add your bank details if you want to offer bank transfer
4. Enter your VAT number if you’re VAT registered
5. Save

From that point on, the Invoice button appears on appointments and you have a full Invoices section in your navigation for managing everything.