Quotes and invoices in StudioOps — StudioOps Help

For some services (a 30-minute manicure with a fixed price), the booking + payment flow is enough. For others (a custom bridal dress alteration where the price depends on the work involved), you need a quote-first workflow: estimate the work, send the customer a quote they can accept, then invoice them when the work is done.

StudioOps handles both ends inside one tool. Quotes and invoices share a tab, share a customer record, and share a payment rail.

1. Drafting a quote

Go to Quotes → New quote (or click New quote from any customer's detail page to pre-fill the customer).

You'll see an editor with:

Customer — who the quote is for.
Quote header text — a short intro the customer reads at the top of the quote ("Thanks for getting in touch — here's my estimate for your wedding dress alterations…").
Line items — one row per thing you're quoting. Description + price.
Acceptance text — a short note about what happens when they accept (typically: "Reply or click Accept to confirm. I'll then send an invoice for the deposit before starting the work.").

You can edit line items inline or type a rough description and let AI Tidy clean it up — Tidy fixes spelling and tightens phrasing without changing prices.

When you're ready, click Send quote. The customer receives an email with a link to view + accept the quote on their customer-space page.

2. What the customer sees

The customer gets an email from you (with your branded sender and signature). The email body contains the quote header text plus a View quote button.

Clicking it opens their private customer-space page (no password — the link is the credential). They can:

Read the full quote (header + line items + total + acceptance text).
Add a comment ("Can we discuss this on Thursday?" or "Yes, all good, please go ahead").
Click Accept to confirm.

When they accept, you get a notification + an audit entry. The quote is marked Accepted in your dashboard.

If they comment without accepting, the comment lands in the conversation history; you reply from your end (which arrives in their customer-space inbox), and the back-and-forth stays in one place.

3. Converting an accepted quote to an invoice

On any accepted quote, click Convert to invoice. The invoice editor opens pre-filled with the customer, line items, and prices from the quote — you can adjust before sending.

You also pick the payment rail:

Square or Stripe (whichever you've connected as your card provider) — the customer pays online with a card, on the provider's hosted checkout page.
Bank transfer — the customer sees your bank details + a unique payment reference and pays direct into your account.

Both rails can be used; you pick per invoice. The customer sees only the option you picked for that particular invoice.

You can also choose Deposit vs Full payment:

Deposit — customer pays an upfront portion now, balance later. You set both amounts. Card rails (Square / Stripe) take the deposit through the same hosted checkout; the balance becomes a second payment request on the same invoice.
Full payment — no deposit, the customer pays the full amount in one go.

Click Send invoice. The customer gets another email, similar shape, with a Pay button this time.

4. How invoice payments work

Card rails (Square / Stripe)

Customer clicks Pay in their invoice email.
They land on the invoice page, click Pay by card.
They're routed to the provider's hosted checkout page (Square's or Stripe's).
They enter card details — never on StudioOps's domain — and confirm.
The payment processes. The invoice status updates within a few seconds.

You get notified the moment a card payment lands.

Bank transfer

Customer clicks Pay in their invoice email.
They see your bank details (account holder name, sort code, account number) and a unique payment reference.
They send the money via their bank — usually clears next-day for UK Faster Payments.
When you see the money arrive in your bank account, you go into the StudioOps invoice and click Mark as paid.

Bank transfer takes one extra step on your side (the manual mark-as-paid), but means you keep 100% of the payment — no card processing fees.

5. Deposit + balance flow

If you set a deposit on the invoice, the customer pays the deposit first and the balance becomes a separate payment request on the same invoice. They see both on their invoice page, with the balance marked "Due after deposit clears" until the deposit is in.

When the deposit clears, the balance becomes the next payable. You can change the due date on the balance from the editor if you'd rather they pay closer to delivery (e.g. deposit on order, balance on collection).

The deposit and the balance can use different rails if you like — though most studios keep them on the same one for simplicity.

6. Statuses you'll see

Status	What it means
Draft	Editor open, not sent yet
Sent	Customer has received the email and can pay
Partially paid	Deposit landed, balance still due
Paid	Fully paid — final amount in
Cancelled	You cancelled the invoice before payment (or the customer never paid and you wrote it off)
Refunded	You refunded some or all of the paid amount

Quotes have parallel statuses: Draft / Sent / Accepted / Declined / Cancelled.

7. Refunds

For Square / Stripe payments, refund from the provider's dashboard (Square Dashboard or Stripe Dashboard). StudioOps reads the refund event and marks the invoice Refunded automatically.

For bank-transfer payments, you refund the customer outside StudioOps (your bank transfer back to them), then go into the invoice and mark it manually.

A refund doesn't undo the booking — if you want to also cancel the appointment that was tied to the invoice, do that separately from the appointments page.

8. Thank-you and review

When an invoice goes fully paid, StudioOps automatically queues a thank-you email to the customer 24 hours later. The default copy thanks them and (if you've set a Trustpilot review URL on your profile) asks them to leave a review.

You can edit the template in Settings → Templates → Thank you. You can also disable it per-business if it doesn't fit your style.