Automatic Invoice Generation for Portal & Widget Bookings
Instant invoices mean instant clarity—for you and your customers. OctopusPro’s Auto-Generate Invoice on Booking Creation flag triggers a full, branded invoice the moment a customer confirms a service via your portal or embedded booking widget. Studies show that automatic invoicing cuts processing time by up to 80 % and slashes payment delays, while error-rates drop by as much as 90 %. The result: faster cash-flow, fewer disputes, and a smoother customer journey from “Book Now” to “Paid in full.”
What the flag does
When enabled, the flag Generate invoices automatically when the booking is created instructs OctopusPro to:
- Draft an invoice immediately after the customer hits Confirm in the portal or widget.
- Attach the invoice to the booking record under Invoice & Payment and list it in Invoices › All for staff review.
- Email/SMS the invoice to the customer according to your template rules, giving them everything they need to pay straight away.
Visibility rule
The flag appears only when Repeat/Recurring Bookings is off (that mode has its own billing logic).
Dependency rule
If Payment Terms are set to No payment, you may turn the flag off. For any other terms—Deposit, Pay-in-Full, Pay Later—auto-invoicing is required to keep the portal flow consistent.
Why use instant invoicing?
| Benefit | Operational impact |
| Faster cash-flow | Instant invoices convert bookings to receivables immediately, reducing Days Sales Outstanding |
| 80 % less admin time | Automation removes manual data entry and follow-up tasks |
| 90 % fewer errors | System-generated figures eliminate manual typos, tax mis-codes and duplicate bills |
| Improved customer experience | Self-service portals with real-time billing score higher on satisfaction and loyalty |
| Stronger brand trust | Professional, on-time invoices project reliability and encourage prompt payment |
| Lower support tickets | Clear, immediate documentation cuts “Where’s my invoice?” queries |
Enabling the flag (Admin steps)
- Settings › Customer Portal › Flags & Permissions
- Scroll to Booking Flags.
- Toggle Generate invoices automatically when the booking is created → ON.
- Save. ✨ Done—every new customer-initiated booking now carries an invoice.
Customer and admin flow
With the flag ON
| Sequence | Customer view | Office / fieldworker view |
| T+0 sec | Booking confirmation screen + “Invoice #INV-123 sent to your email” banner. | Invoice appears in Booking Details › Invoice & Payment, status Pending. |
| T+5 sec | Email/SMS with PDF or payment link. | Finance dashboard lists the invoice; AR aging clock starts. |
| T+… | Customer pays via portal gateway; receipt auto-emails. | Payment auto-reconciles, booking status updates to Paid. |
With the flag OFF
The system issues a quote instead. Admins must later:
- Open Quotes › All or the booking record.
- Click Actions › Generate Invoice, or convert directly inside the booking.
This is useful when jobs need in-person assessment before final billing (e.g., bespoke renovations).
Real-world use cases
| Industry | Why auto-invoices help |
| Residential Cleaning | Customers expect instant confirmation & card capture for recurring cleans. |
| Mobile Auto Detailing | Fieldworker arrives on-site with invoice already in the system; upsells recorded on the spot. |
| Private Tutoring | Parents receive invoices immediately, aligning with school-term budgets. |
| HVAC Emergency Repair | Rapid invoice expedites insurer reimbursements. |
| Event Equipment Hire | Deposits collected instantly to secure gear for specific dates. |
Best-practice tips
- Align payment terms – Use Pay-in-Full or Deposit to capture revenue up-front on urgent jobs. Visit our guide to learn more about Service Payment Terms & Deposit Settings.
- Brand your PDF template – Consistent logos and layout reinforce professionalism.
- Enable reminder automations – Schedule polite nudges 3 / 7 / 14 days after invoice date to minimise arrears.
- Review AR aging monthly – Combine portal auto-invoices with AR dashboards for a complete cash-flow picture.
Frequently Asked Questions
| Question | Answer |
| Can I edit an auto-invoice? | Yes—open the invoice from Booking Details and adjust line items or taxes before sending reminders. |
| What if a customer changes the booking? | Edit the booking; OctopusPro updates the invoice or issues a credit note depending on your settings. |
| Does this work with recurring bookings? | Recurring mode has its own “per-visit” invoicing toggle. Enable that for subscription-style services. |
Deploying Automatic Invoice Generation turns your customer portal into a self-service checkout that’s open 24/7, keeps admin workload low, and gets cash in the door faster—exactly what field-service businesses need to scale confidently.
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