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Creating an Invoice Without Appointment

Learn how to process sales, create standalone invoices and receipts, and prepare quote documents for clients.

You can process a sale and generate an invoice or receipt without an appointment. This is useful when a client purchases a product outside an appointment, or when you need to prepare a quote document before any service is delivered. 

In this article:

Recording a new sale without an appointment

  1. Go to Billing > New Invoice
  2. In the "Services and Products Provided To" field, type and then select the client's name.
  3. Select the correct name from the "Sold By" list, for reporting and cash balancing purposes.
  4. Select who will pay the invoice (Client, Client's Contact or Third Party)
  5. Select the Location (this will be linked to the default location).
  6. Click "Create Invoice".
  7. You can now add products, services and payments to the invoice and print or email it as normal. You can also view this invoice at any time by going to the client's profile and navigating to Client Profile > Billing > Invoices, or by going to Billing > Invoices on the main menu on the left.

Tip: You can also use the Quick Actions option via the ➕ icon at the top toolbar and select Invoice to quickly create a new invoice. You may choose to link it to an appointment or leave it as a standalone invoice. 

Creating an invoice without appointment in a profile

Invoices not attached to appointments can also be created in the client's invoices list. 

1. When viewing the client's invoices in Billing > Invoices, click "+New Invoice" 

2. An invoice that is not attached to an appointment will be created. 

3. Add a service, pack or product as an Item Line and save the changes. 

You will be able to print, download or email this invoice to the client and/or payee. 

Creating a quote

To prepare a quote in Zanda, use a standalone invoice rather than a separate quote record. Create a quote product or service item, share the invoice as the quote document, and then keep a PDF copy for your records before deleting the invoice so it does not affect the account balance. 

  1. In User Menu > Account Settings > Billing > Products create a product template named 'Quote', add additional information in the product description. 
  2. If you need to take into account the duration of the services the quote is for, you can create a service template with a standard duration in User Menu > Account Settings > Billing > Services. Also name it 'Quote', add its description and duration. 
  3. To create a quote, go to Billing > New Invoice or a client profile > Billing > Invoices and create a new invoice. 
  4. Select the 'Quote' product or service as the item line. 
  5. Add more information, such as the description, price, and tax, to the item and save the changes. 
  6. Print or email the invoice to the recipient.
  7. Download a PDF copy of the invoice and upload it in the client's profile > Records > Files or Admin > Admin Files for your internal records. 
  8. Delete the invoice so that it does not create an outstanding account balance. 

Frequently asked questions

❓ Can I create a quote in Zanda?

Yes. Use the standalone invoice workflow in the Creating a quote section above to prepare the quote document, then save a PDF copy and delete the invoice so it does not create an outstanding balance.

❓ How do I record billable admin time or non-face-to-face client work?

Create an invoice without an appointment when you need to bill a client for work that is not tied to a calendar appointment, such as report writing, phone calls, or other client-related admin time. Add the relevant service, pack, or product as an item line, then print, download, email, or record payment for the invoice as usual. If you also need to block time in your calendar, create a separate personal appointment for that time block; the personal appointment manages calendar availability, while the invoice is the client-linked billing record.

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