In this help document, we are going to see how you can use the GOrendezvous and QuickBooks links to the fullest.
Scenario 1 :
The client came to the appointment. In that case, you only need to proceed to the payment and choose the payment method from the appointment on the schedule. The payment and invoice will be automatically synchronized and sent to QuickBooks when payment is made.
Here is the invoice created in your QuickBooks account:
Your clients will also receive the invoice by email:
Scenario 2:
The client does not show up to his/her appointment or group class. You must cancel the client's appointment otherwise an invoice will be generated in QuickBooks without any payment attached to it
The client does not show up for their appointment or group class and you need to charge a cancellation fee. By clicking on Invoice, you can replace the booked service with the cancellation fee service. Once these actions are saved, the client’s invoice will then be updated in QuickBooks.
Have you enabled Stripe and require a non-refundable deposit? If a client cancels their appointment, QuickBooks will be updated automatically and the invoice will be canceled.
If an appointment is canceled by either the client or the professional and no cancellation fee is charged, you must cancel the GoRendezvous invoice in order for the QuickBooks invoice to be canceled as well. The synchronization will then update the client’s record.
If no payment or refund is applied to a canceled appointment, the QuickBooks invoice will remain active. In this case, you must follow the steps described above or cancel the invoice directly in QuickBooks.”
Scenario 3 :
When you unlink a dependent from their parent or guardian, a client record under the dependent’s name will be created in QuickBooks the next time an appointment is booked in their name and you access the appointment’s Invoice section.
In QuickBooks, invoices that were created previously will remain linked to the parent or guardian
Scenario 4 :
If you add purchases (inventory items) when the client pays for the appointment/class, you need to adjust the invoice in QuickBooks. Here are the steps to follow:
1. Click on the Appointment in your schedule
2. Click on Invoice
3. Click on Quickbooks
4. Then on the invoice on the QuickBooks website, click on a line and select Product/Service. If the product has been created, select it.
Otherwise, follow the steps further down to create a product in the inventory:
Click on a line Product/Service
Click on Add New
Click on Inventory (or choose the option that corresponds to the situation)
Complete all the information about your product
Click on Save
When those steps are completed, the amount will be adjusted automatically on your QuickBooks account. However, please note that there can be a short delay of 5 minutes between the payment is made and that it appears as paid on GOrendezvous.
Scenario 5 :
Token Cards
> If the client buys a token card online or if the professional adds a token card and proceeds to the payment in the client's file, the payment and invoice will be automatically sent to QuickBooks when the payment is made.
> If the client pays his/her appointment or class with a token card, proceed to the payment indicating the payment method. The payment and invoice will be automatically sent to QuickBooks with a $0 amount and indicates on "Message on Invoice" in invoice section.