Invoicing
Overview
Invoicing is where you bill your customers, track what they owe, and collect payments online. BarnManager supports two ways of billing:
- Charges that roll into invoices (recommended) — add charges to a billing contact throughout the billing cycle and let them accumulate into a single invoice automatically.
- Quick Invoices — create and send a one-off invoice immediately, for ad-hoc billing.
When you select Create New Invoice on the Invoices tab, you choose between Add a Charge and Quick Invoice.
Invoicing is a Pro-plan feature. Online card and bank payments require connecting a Stripe account. If your barn has not connected a bank account, customers will see a message that the barn cannot yet accept payments.
Where to find things
Invoicing has its own top navigation with these tabs:
| Tab | What it covers |
|---|---|
| Billing | Billing contacts, their unbilled/unsent/unpaid balances, and charges |
| Invoices | The full invoice list with status tabs and search |
| Reports | Revenue, receivables, customer, horse, line-item, and Stripe payout reports |
| Products & Services | Your catalog of billable items |
| Quickbooks | The QuickBooks integration and per-invoice export/sync |
| Settings | Invoice settings, including the QuickBooks connection |
Recurring charges are reached from the Recurring Charges page and from each billing contact's Recurring charges sub-tab.
Invoice statuses
| Status | Meaning |
|---|---|
| Draft | Created but not yet approved. |
| Unsent | Approved/finalized but not yet emailed to the customer. |
| Sent | Approved and emailed to the customer. |
| Overdue | Finalized but not paid by the due date. |
| Processing Payment | Payment submitted but not yet confirmed (bank/ACH payments can take a few business days). |
| Partially Paid | Finalized and only part of the total has been paid. |
| Paid | Paid in full, either online or via a manually recorded payment. |
| Voided | Cancelled — it can no longer be paid or sent, and it no longer counts toward statistics. |
The Invoices tab shows a count chip for each status: All Invoices, Draft, Unsent, Overdue, Paid, Sent, Partially Paid, Processing Payment, and Voided.
Invoice lists
Beyond the main Invoices tab, several focused lists group invoices by where they are in their lifecycle:
| List | Includes |
|---|---|
| Open | Sent, Unsent, Processing Payment, and Partially Paid invoices. |
| Overdue | Overdue and overdue-partially-paid invoices. |
| Pending | Sent and Processing Payment invoices. |
| Receivables | Sent, Overdue, Processing Payment, and Partially Paid invoices (everything still owed). |
Each list supports searching and filtering by contact, horse, and date range.
In this section
- Creating & Managing Invoices
- Payments
- Recurring Charges
- Products & Services
- Billing Contacts
- QuickBooks Integration
Who can do what in Invoicing is controlled by role permissions. Reading invoices requires the invoicing read permission; creating, editing, and managing settings require the full invoicing permission. See Users & Permissions.