Invoice How To's
Duplicating an Invoice Line
Last Updated: July 15, 2026Follow these instructions to duplicate an individual line item on an invoice: Open the Order Detail tab of an invoice. ‘Right-click’ the line item to be duplicated. Select Duplicate Line from the pop-up. A copy of the line item will then be added to the bottom of the invoice.
Importing Invoices
Last Updated: July 15, 2026A new Invoice Import utility has been created. Use this tool to import invoice records from a previous software, to import invoices from a 3rd party e-commerce website, or to import a batch of invoices. Follow the steps shown in this video (or the written instructions below) to import invoices into the software. Written Instructions From...
FAQ – Tracking the Costs of an Invoice
Last Updated: July 15, 2026Q: Can Spectra/Stratus help me track the costs of an invoice? A: Yes! View the costs of an invoice by using the software’s Profit Analysis Report. If you’re using Spectra/Stratus Professional, there are also tools available on Production hub. Instructions The software lets you track your costs per item or per job for analysis reports that...
FAQ – Sales Tax Reporting
Last Updated: July 15, 2026Q: Why is my sales tax report blank? A: In order to get your sales tax report in Spectra/Stratus, you have to “post” invoices and then run the report based on the posting date. General Instructions Spectra clients, first, do a backup! See also: Spectra Database Utility Next, check your setup. Go to Maintenance > Preferences...
FAQ – Printing a Client Statement
Last Updated: July 15, 2026Q: Can I print a client statement? A: Yes! The following instructions will show you how to use a custom report to print client statements from the software, either individually or in a group. In addition, you will learn how to show a client’s open balance on each of their invoices by changing just one...
Creating a Client Invoice
Last Updated: July 15, 2026HERE’S A FLASH FOR YOU! The software is built to provide the most reporting and tracking options for session invoices. That means it‘s important you only use client invoices when appropriate (i.e., gift certificates, frames, etc.). To make sure your staff doesn’t accidentally create client invoices, you can turn on a warning prompt with the...
Creating a Session Invoice
Last Updated: July 15, 2026There are several ways to create a session invoice in the software – during the Scheduling Wizard, right from the session record, or in the sales presentation module. Note: If you’re using the digital features in the software, we highly recommend creating your session order invoices from the sales presentation module. Refer to the “Recording a Client’s Order”...
Deleting an Invoice
Last Updated: July 15, 2026Find the invoice to be deleted and double-click to open it. See also: Finding an Invoice Open the File menu and click Delete, or click Delete on the ribbon. HERE’S A FLASH FOR YOU! Invoices with payment records cannot be deleted. Delete any payment records first and then delete the invoice.
Changing an Estimate to an Invoice
Last Updated: July 15, 2026To change an estimate to an invoice, use the following steps. Open the estimate you wish to change. See also: Finding an Invoice Use the down arrow to the right of Estimate Type to select the new invoice type you would like it to be. Note: There will be different options available depending on whether...
Creating an Estimate
Last Updated: July 15, 2026Follow these steps to create an estimate: From the client or session record, click Client/Session Estimate in the New group of the ribbon. Take a look at the new estimate. You will see the following areas: Ribbon – The ribbon where you’ll find tools for working with your estimate. For a complete description of each tool on the ribbon,...
Finding an Invoice
Last Updated: July 15, 2026From a Client Record Open the client and go to the Invoices tab or the Summary tab. Double-click the desired invoice to open it. From a Session Record Open the session and go to the Invoices tab. Double-click the desired invoice to open it. From the Invoices Hub Open the Invoices hub by clicking Invoices on the hub...
Creating an Invoice
Last Updated: July 15, 2026There are several ways to create a new invoice in the software. How you create an invoice will depend on the type of invoice you’re creating. When creating a session with the Scheduling Wizard, you’ll be given the option to also create an invoice. Choose Yes if you want to create a new invoice at...
Discounting an Invoice
Last Updated: July 15, 2026There are several ways to discount an invoice in Spectra/Stratus. You can discount the entire invoice with an Invoice Discount or discount one or more individual items on the invoice using a Line Item Discount. Instructions for these two methods are included in this topic. Another option (introduced in 2016) is to create special promotional or...
Printing an Image Detail Sheet
Last Updated: July 15, 2026Follow these steps to print an image detail sheet for your client: Open the invoice. Click the Print drop-down arrow and choose Invoice and Image Detail Sheet or Image Detail Sheet Only. You may also want to: Use Preview to view before printing. Use Export to produce a PDF version that can be attached to an...
Avalara Tax Integration
Last Updated: July 15, 2026NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. If you use Avalara® AvaTax™ to calculate sales tax, you can integrate this service with Spectra/Stratus. Note: AvaTax is a third-party tax calculator. You must have an account established with Avalara to use AvaTax with Spectra/Stratus. Setting up the...
TSYS (Cayan) Gift Cards
Last Updated: July 15, 2026NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. Gift cards can be purchased through TSYS (Formerly Cayan) and used with Spectra and Stratus. They are treated just like any other credit card type! Gift cards can be used for any purchase, including InSpiredByYou purchases and Online...
Employee Commissions
Last Updated: July 15, 2026NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. You can set up Spectra/Stratus to track Employee Commissions. Commissions can be earned by the Booker (the user that books the session), Photographer, Assistant, and/or Sales Rep. Commissions are set on the product line or item level. Follow...
Gift Certificates
Last Updated: July 15, 2026Training video unavailable. The original video for this topic was not carried over when TechSmith retired the old Screencast (Flash) platform. It can be re-added if a source copy is located. NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. IF SKIN Flow2 Enter Conditional Content Here...
Quick Sale Invoices
Last Updated: July 15, 2026A quick sale invoice is designed for those times you make a sale and don’t want (or need) to record specific client information. There is a generic client built into the software for this purpose. Follow these steps to create a quick sale invoice: From any hub, click Quick Sale in the New group of...
FAQ – Writing Off Invoices
Last Updated: July 15, 2026Q: How do I write off an invoice? A: You can write off either an entire invoice or partial balance due to bad debt or a customer service issue. To write off an invoice, follow the steps shown in this video or in the written instructions below. Written Instructions Open the invoice you need to write...
Legacy Online Payments (myStratus Only)
Last Updated: July 15, 2026NOTE: This feature is available in the Essential, Professional, and Enterprise versions of Stratus Desktop. Spectra does not include this feature. Note: This document currently reflects the Legacy compatibility with TSYS. Overview The Online Payments feature allows you to email clients a link to view their invoices online in our mobile-friendly portal and pay their outstanding balances...
FAQ – Transferring a Credit Balance
Last Updated: July 15, 2026Q: How can I transfer a credit balance from one invoice to another? A: To transfer a credit from one invoice to another, open the invoice showing the credit balance. Click the File menu in the upper-left corner and select Transfer Credit Balance. You can transfer the balance to an invoice belonging to this client by...
FAQ – Deposits vs. Credit Balances
Last Updated: July 15, 2026Q: Is there a difference between a customer deposit and a credit balance? How do I know which one to use? A: Yes, there is a difference between customer deposits and credit balances in Spectra/Stratus. Here’s a description of each and an explanation of how to use them. What is a Customer Deposit? A customer deposit is used to...
UPS Integration
Last Updated: July 15, 2026NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. Setting up the UPS Integration Go to Maintenance > Preferences > Company (Studio) Preferences. On the General Info tab, enter or verify your address information. This will be used as the “From” address on your printed labels. Also...
FAQ – How to move an invoice from one client to another
Last Updated: July 15, 2026You can re-link an existing invoice to a different session or to another client. Here’s how: Open the invoice you want to re-link. Go to File menu and click Link Invoice. A search window will open. You’ll use it to find the client you want to link the invoice to. Enter the first couple letters...
Copying an Invoice
Last Updated: July 15, 2026You can copy an existing invoice, linking it to the same session or to a different session/client. This will copy all the order information. Here’s how: Open the invoice you want to copy. Go to File menu and click Copy Invoice. Choose whether the new invoice should be linked to the same session or a...
FAQ – Using Third-Party Coupons (Groupon)
Last Updated: July 15, 2026Q: Can I keep track of Groupon promotions with Spectra/Stratus? A: There are several third-party coupon sellers that are popular with photographers, such as Groupon and Living Social. If you’ve used these services, you realize that it’s important to: Record and collect sales tax when a coupon is redeemed. Report redeemed coupons to the seller...
Using Coupons
Last Updated: July 15, 2026NOTE: This feature is available in the Essential, Professional, and Enterprise versions of both Spectra and Stratus Desktop. Create coupons and promotions in your price list and then apply them to your invoices during the sales process. Promotions can include: Dollar Off Percentage Off Free Item Loyalty Reward To create these coupon items, refer to Creating a Coupon...
Printing or Emailing an Invoice
Last Updated: July 15, 2026Printing an Invoice Follow these steps to print an invoice for your client: Open the invoice. Click the Print drop-down arrow and choose Invoice Only. You may also want to: Use Preview to view before printing. Use Export to produce a PDF version that can be saved. Emailing an Invoice Follow these steps to email...