Can I delete an invoice?

No. Invoices can't be deleted. Keep drafts you don't need as they are, or finalize them with the correct lines.

Do refunds change the invoice?

No. A refund is recorded on the payment. The invoice keeps its total, paid amount and status.

Invoices explained

An invoice records what a client owes and what they've paid. You find all invoices in Finances › Invoices.

Where invoices come from

Appointments. Every appointment gets its own invoice as soon as it's booked, whether the client booked online or a team member booked it. The invoice starts as a draft with one line for the service. The price is the team member's price for that service, else the location's price, else the service's base price. The service's tax rate and any coupon the client used are applied.

While the invoice is still a draft, it follows the appointment. If you change the service, team member or location, the service line and its price are updated. Rescheduling only moves the date the invoice counts toward.

Custom invoices. You can also create an invoice yourself, for example to sell a product with no appointment. This needs the Accelerate plan or higher. See Create an invoice.

Draft and finalized

The Invoice column shows Draft or Finalized.

Draft: still editable. It has no invoice number yet and shows as, for example, 2026-DRAFT. Clients can't see drafts in their account.
Finalized: locked. It gets an invoice number, a due date and a PDF. Clients can view it and pay it.

See Finalize an invoice.

Statuses

The Status column shows where payment stands.

Status	Meaning
Draft	Not finalized and not fully paid.
Open	Finalized and not fully paid.
Paid	Payments cover the full total. A draft can already be Paid, for example when the client paid in full online at booking.
Overdue	Still Open after its due date. Softalon checks every hour.

Payments count toward the paid amount once they are Completed. Refunds don't lower the paid amount or change the status.

Invoice numbers

Finalized invoices are numbered per salon and per year in the format YYYY-NNNN, for example 2026-0001, 2026-0002. The count restarts every year.

Due date

When you finalize an invoice without a Due Date, it's due at the end of the day a set number of days later, in your salon's time zone. You set that number in Settings › Payments › Invoice Due Date. If you set a Due Date on the invoice, that date is used.

Amounts

Field	What it is
Subtotal	The sum of all lines: quantity times unit amount.
Discount	The coupon discount. A percentage coupon takes that share of the subtotal. A fixed coupon takes its amount, but never more than the subtotal.
Tax	Exclusive tax is added on top. Inclusive tax is already in the price and is shown as `of which ... is tax`. Tax is worked out after the discount.
Total	Subtotal minus discount plus exclusive tax.
Total Paid	The sum of completed payments, including any amount above the total.
Total Due	What is still owed.

The PDF

Finalizing creates a PDF with your business details from Settings › Company, the client's name and contact details, the lines, the totals and your notes. Open it with View PDF. Drafts have no PDF. The footer says Powered by Softalon, unless you removed Softalon branding.

Who can manage invoices

Members with the User role can edit invoices, record payments and issue refunds only for invoices assigned to them. Invoices they create are always assigned to them. Administrators and above can manage every invoice in the salon.

Common questions

The status follows payments, and the Draft label follows finalization. A client who paid in full at booking has a paid invoice that you still finalize after the visit.

Related guides

Finalize an invoiceFinalize a draft invoice to lock it, give it a number, due date and PDF, and let the client view and pay it.

Record a paymentRecord cash or card payments taken at the salon, take partial payments, count extra as a tip, or mark an invoice as paid in one click.

Create an invoiceCreate a custom invoice with services, products or custom items, add a coupon and notes, and save it as a draft.