Invoice Types and Statuses

viggoVet supports multiple invoice types to match different billing scenarios. Each type has its own purpose and rules about when it appears on the client’s statement of account, how it interacts with tax reporting, and what actions are available.

Invoice List page

Click Invoices in the main sidebar under the FINANCIAL section. The Invoice List page shows statistics at the top and a filterable table below.

Invoice statistics

The top of the page displays summary cards:

Filter tabs

Below the statistics, filter tabs let you view invoices by type:

• All Invoices
• Proforma Invoices
• Open Invoices
• Closed Invoices
• Paid Invoices
• Estimates

Controls: Search field, Descending toggle, Add Invoice button, Add Estimate button.

Table columns: ID, Client, Net Total, Total Tax, Total Discount, Total, Date, State (badge), Created By, Actions.

Invoice types

Tax Invoice (Standard)

The standard invoice type. It is posted to tax, appears on the client’s statement of account (SOA), and counts toward your financial reports.

When you click Save And Close Now or Save and Pay later during invoice creation, you create a tax invoice.

Proforma Invoice

A proforma invoice looks and behaves like a tax invoice but is not posted to tax. It does appear on the client’s SOA and affects the outstanding balance calculation.

When to use it: When you need to give the client an official looking document before finalizing the tax submission, or for internal tracking before the final amounts are confirmed.

Converting to Tax Invoice: On a proforma invoice detail page, click Convert To Invoice. A confirmation modal appears asking “Are you sure you want to change the invoice state to open?” Click Yes to convert. The proforma becomes a standard tax invoice that is now posted to tax.

Estimate

An estimate is different from a regular invoice. It does not appear on the client’s SOA and is used to give pet owners a price range before committing to treatment.

Key differences from invoices:

• Uses Price From and Price To columns instead of a single price
• Uses Qty From and Qty To columns for quantity ranges
• Shows a total range (e.g., “74.75 to 78.55 USD”)
• Has an expiration date (Expire at field)
• Includes a Notes area that appears on the printed estimate and on the estimate view page

Estimate statuses:

Estimate workflow

1. Create the estimate with price and quantity ranges.
2. Send it to the client
3. The client reviews and accepts or declines.
4. If accepted, the status changes to Accepted and a Convert To Active Invoice dropdown appears.
5. Click Convert To Active Invoice and choose Apply min or Apply max to set which end of the range becomes the final invoice amounts.
6. The estimate converts to a standard tax invoice.

Declining individual items: Each item in an estimate has an X button. If the pet owner declines a specific item, click the X to move it to the Declined tab. From the Declined tab, you can re-add items back to the estimate using the refresh icon in the Actions column.

Estimate with prescription items

When converting an estimate to an invoice, if any items are prescription medications, a modal appears for you to add instructions and notes for those items before the invoice is finalized.

Invoice statuses

Invoice detail page

Opening any invoice shows the full detail view with:

Header information: Client name (clickable), Invoice number, Status badge, Date, Created At, Created by, Updated by, Updated At.

Financial summary: Sub total, Total tax, Total Payment Required, Total Payments, Total.

Tabs on the invoice detail page:

Closed invoices

When an invoice is closed, the action bar changes. Instead of Edit and Pay, you see:

• REOPEN INVOICE (red text): Reopens the invoice for further edits or payments
• DELETE CLOSED INVOICE (red text): Permanently removes the closed invoice

Both actions require special permissions. Your administrator controls which roles can reopen or delete closed invoices.

Invoice logs

The Logs tab shows every change made to the invoice:

• Created events with the original values
• Updated events showing what changed (field name, old value, new value)
• The user who made each change and the timestamp

The Item logs tab shows the same level of detail but for individual line items, including price changes, quantity updates, and item additions or removals.

What to do if something goes wrong

Cannot find an invoice: Check the filter tabs. You may be viewing only Open Invoices while looking for a Closed one. Switch to All Invoices.

Estimate not showing the Convert button: The estimate must be in Accepted status. Change the status dropdown from Pending to Accepted first.

Cannot reopen a closed invoice: This requires a high level permission. Contact your administrator to grant the REOPEN INVOICE permission to your role.

Merge button not working: You can only merge invoices for the same client. Both invoices must be in Open status.

Proforma still showing as proforma after conversion: Refresh the page. If it persists, check the Logs tab to confirm the conversion event was recorded.

Note: Contact the viggoVet help if any of these problems persist after following the instructions.