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Appointments & Scheduling · How-to guide

Understand appointment invoice eligibility

Identify why an invoice button or automatic invoice is available, hidden or skipped for a particular appointment.

Audience: Staff who manage appointmentsFeature: Invoice eligibilityModule v1.3.6
Feature pathAppointments > Open appointment / Invoice settings
Before you beginThis guide follows the supplied Britixo Appointments & Scheduling module version 1.3.6. The relevant access is Appointments: View. A menu, button, provider, time slot or client action can remain hidden when the signed-in user lacks the required permission, the module setting is disabled, the related record is in an ineligible state, or availability validation rejects the request.

What this feature does

Identify why an invoice button or automatic invoice is available, hidden or skipped for a particular appointment. It uses Britixo's permission-aware appointment, availability, status and integration flow rather than an unconnected diary entry.

How the module flow works

Manual conversion depends on staff invoice Create permission and a supported customer/contact appointment.

Automatic creation adds stricter conditions: enabled option, external source, authenticated client contact, paid service and no existing invoice.

Lead-related, staff-only, guest-only, zero-priced or already invoiced records do not satisfy the same automatic flow.

Step-by-step workflow

  1. Open the appointment and identify its source and relationship.
  2. Confirm service price.
  3. Check for an existing invoice ID.
  4. Review staff invoice permission or authenticated client context.
  5. Compare every condition with the intended manual or automatic flow.

Important fields and decisions

SourceInternal or external.
RelationshipCustomer contact, lead, guest context or staff-only.
Service priceDetermines paid-service eligibility.
Existing invoicePrevents another invoice from being created.

What happens after completion

After this workflow completes, Britixo keeps the appointment and its supported relationships connected. Reopen the appointment and verify the saved status, date, timezone, customer or lead, service, provider, attendees, reminder state, calendar or meeting reference, invoice reference and history that apply to this feature. External email, SMS, Google, Microsoft or payment outcomes must be checked separately from the Britixo database save.

  • Open the saved appointment and confirm the final status and source.
  • Check the participant, provider, timing and timezone from the full detail page.
  • Review the relevant table filter, calendar, history, report or linked invoice instead of relying only on a success message.

Controls, checks and common mistakes

  • Do not enable unrelated permissions to force eligibility.
  • Do not remove an invoice link merely to create another invoice.
  • Use manual finance correction for exceptional cases.
  • Use the least destructive correction and retain the appointment history when the booking existed operationally.
  • Never bypass a permission, availability, approval, client-access or verification control by changing an unrelated route or setting.
Scheduling and data safetyAppointment changes can notify customers, reserve provider time, update remote calendars, create meeting links or invoices and alter reports. Confirm the exact record, timezone, status and recipients before saving.
Browse connected topics:invoiceappointmentcustomersserviceclient portalpaymentcheckreporttaxapprovalschedulingprovideravailabilityreminders
Convert an appointment to an invoice →Automatically create an invoice for an eligible booking →Create a lead-related appointment →Create a staff-only appointment →Appointment invoicing overview →Configure appointment invoice and tax settings →View the invoice linked to an appointment →Understand provider notification after appointment invoice payment →