Barclo's invoicing is built to be quick and professional. With invoice automation turned on, the whole process can be almost hands-free: complete a booking, the invoice generates, it emails to the client, and you sit back and wait for payment. Even without automation, creating and sending an invoice takes under a minute.
To manage invoices: click Invoices in the left-hand menu.
The invoices overview
At the top of the Invoices page are four summary cards giving you an at-a-glance picture of your billing:
- Unbilled, completed bookings not yet invoiced.
- Outstanding, invoices sent, not yet paid.
- Overdue, past their due date.
- Collected, paid this month.
How invoices are created
There are three ways to create an invoice in Barclo:
From a booking, open a completed booking and click Create Invoice. If you've configured invoice automation (Settings → Payments), Barclo can create invoices for you automatically when bookings are marked as completed. This is the recommended setup for most businesses: you complete the booking, Barclo handles the billing.
Manually, go to Invoices → Create invoice. You'll fill in the client, add line items (what was provided and the amount), and set the due date.
Batch, use Generate invoices for a period to produce one invoice per client covering all their uninvoiced completed bookings in the chosen date range. Ideal for end-of-month billing.
What an invoice looks like
An example invoice for INV-000001, issued 22/06/2026 and due 29/06/2026, billed to Sophie Clarke:
| Item | Amount |
|---|---|
| Group Walk · Max (23 Jun) | £15.00 |
| Group Walk · Poppy (23 Jun, multi-pet) | £13.50 |
| Puppy Training · Max (30 Jun) | £30.00 |
| Deposit already paid | −£10.00 |
| Total due | £48.50 |
The invoice includes the business name and address, the client's name (“Bill to”), a numbered list of line items with amounts, the total, and your bank details (or a Stripe “Pay now” button, if connected). It's branded with your business identity and looks professional without any design work on your part.
If VAT is enabled in your settings, every invoice automatically shows a Subtotal, VAT line (with the rate), Total, and your VAT number.
Invoice statuses
You can filter the Invoices list by status. The available filters are All, Overdue, Sent, Partial, Paid, Draft, and Void.
| Status | What it means |
|---|---|
| Draft | Created but not yet sent. You can edit it freely. Nothing has gone to the client. |
| Sent | Emailed to the client with a PDF attached. Waiting for payment. |
| Overdue | Sent but past the due date with the balance still owing. |
| Partial | Some payment has been recorded, but not the full amount. |
| Paid | Fully paid. The client's balance is cleared. |
| Void | Cancelled. The invoice is kept for your records but is no longer payable. |
Sending an invoice
Open any Draft invoice and click Send. Barclo emails the client with a PDF of the invoice attached. The email comes from your business name and includes a direct link where they can view and pay (if Stripe is connected). The invoice status changes to Sent automatically.
Recording a payment
Card payments via Stripe, recorded automatically. When a client pays via the Stripe link on the invoice, the payment is captured immediately and the invoice status flips to Paid. You don't need to do anything.
Bank transfers, recorded manually. When you see a bank transfer arrive (in your banking app), open the invoice in Barclo and click Record Payment. Enter the amount received and the date. The invoice status updates accordingly.
Other invoice actions
Download PDF, get a PDF copy of the invoice for your own records or to send via WhatsApp if the client prefers.
Duplicate, copy an existing invoice. Useful if a client has the same services month after month, create the first invoice, then duplicate it next month and update the dates.
Void, cancel an invoice that was sent in error. Voided invoices stay in your records for transparency but are marked as inactive.
Stay on top of outstanding invoices. The dashboard shows outstanding invoices at a glance. Make a habit of checking the Invoices page weekly, sort by status, look at the “Sent” ones, and follow up if anything is past its due date.