What is it?
Invoicing is an additional payment option that can be added to forms with payment associated. It also allows Administrators to create invoices as needed via the Ad Hoc feature.
How to Access
Navigate to Forms > Invoicing
Click on the Settings button in the top righthand corner to access Invoicing Settings.
Toggle Invoicing to On to begin using the feature.
Optionally, Enable Email by toggling email to on. If email is enabled, emails will be automatically sent to users when invoices are generated.
Upload your association logo from your computer or the Media Manager. This logo will appear at the top of all invoices generated.
Add Company Address information to the invoice settings page. This information will also appear on all invoices.
To select the attributes you want to display on an invoice from the member profile, toggle Override Default Member Address Layout. If you leave this option toggled "Off," the current set up will be used.
With this setting toggled on, use the dropdown to select attributes you want to merge into the member address layout box. Note: It's important to make sure that each attribute is formatted correctly with ## at the beginning and end. You can also add plain text here.
Set Net Due, Reminder Email, and Past Due Emails.
- Net Due: The amount of time a user has to pay the invoice. After the net due period, the invoice will be considered overdue.
- Reminder Email: The reminder email will be automatically sent before the invoice is due, at the time you determine.
- Past Due Email: The past due email will be automatically sent after the invoice net due date has passed, at the time you determine
Within each of these emails, you can customize the Reply to Email, the Subject of the message, and the Message Body by clicking Configure Email.
If you would like to change the number given to the next invoice, change the Current Invoice Number. Note: The next number can only be larger than what is displayed now.
Set the Payment Notification Email. Notifications will be automatically sent to this address when a payment is made on any invoice.
Creating 'Ad Hoc' Invoices
From the Invoice List, click the Ad Hoc Icon at the top of screen.
Use the Advanced Search to find profiles you would like to create Ad Hoc invoices for. For more information using the Advanced Search, click here.
Choose the profiles you want to invoice by tagging the check boxes next to each profile, then click "Ad Hoc Invoice" at the bottom of the page.
From the Ad Hoc Invoicing Page:
- Select a revenue account to associate the invoice(s) with
- Add a Description, which will appear on the Invoice next to the invoice amount (ex. Annual Meeting Registration Fee)
- Set the Invoice Amount, which will appear as the amount due on each invoice
Click Continue > Submit, then confirm that the Ad Hoc invoices you created were added to the Invoice List.
You can also create an Ad Hoc invoice by viewing a member's profile, then clicking Ad Hoc Invoice at the top of the page.
Follow the same steps listed above to create the invoice.
Note: Generating an Ad Hoc invoice will NOT automatically update a user's expiration date. The expiration date will need to be updated manually, or by having the user take a form that will move their expiration date into the future.
Adding "Invoice Me" Option to Forms
Navigate to one of your forms that requires a payment, then click on Payment Options. To learn more about creating forms, click here. Note: Invoices are tied to member profiles, so the Invoice Me option will only be available on forms with required login. If a form does not require login or has "Bypass Login" enabled, the Invoice Me option will appear on the list, but will be greyed out.
On the Payment Options Page, add “Invoice User” as an option. Edit the message users will receive after selecting Invoice Me (optional).
From the user perspective, "Invoice Me" will appear on the payment page.
Once submitted, an invoice will be sent to the user's email address. Note: The email will only be sent if Email is set to "On" in Invoice Settings.
Applying Payment to an Invoice
Click on the name of any open invoice in the Invoice List.
When viewing the invoice, click “Pay Invoice."
- Pay by Credit Card
- Pay Offline
- Apply a Refund or Credit
Add any notes you may want to about the invoice or payment(s), then submit the payment.
Once an invoice has been paid, it will be marked "Paid" in green at the top of the invoice.
Once an Invoice (and its corresponding receipt) have been paid, edits to the form receipt may result in a balance due on the invoice. As an example, if a $250 conference registration invoice has been created and paid, the member may decide to edit their form submission to purchase a $15 t-shirt. The Admin would first edit the receipt to select the additional t-shirt checkbox, then save. Then, a modal window would appear to let the Admin know that the receipt balance differs from the original amount invoiced.
To balance the invoice, click "Settle Balance" in the top righthand corner of the form receipt.
Finally, use the modal window that appears to apply a credit or debit, which will balance the receipt.
Here's a look at the full transaction for review:
Refunding a Paid Invoice
To issue a refund on a paid invoice, navigate to the Invoice List and view the Paid Invoice. At the top of the page, click Refund/Credit.
Enter a name for the refund (ex. Refund for Convention" or "Refund for Jerry Smith"), the refund amount, and select a revenue account to tie then new (refund) invoice to if applicable. Note: If the invoice was tied to a revenue account originally, making sure the refund invoice is tied to that same revenue account will make the transaction balance.
Issuing the refund on a paid invoice will generate a new Open invoice. Settle the invice by clicking "Settle Invoice" at the top of the page.
Settle the invoice by Applying a Refund/Credit.
Voiding an Invoice
To void an invoice, click the checkbox next to the Invoice name from the Invoice List. Next, click "Void."
Once an invoice has been voided, it will be marked "Voided" in grey at the top of the invoice. Note: If an invoice is tied to a receipt, you will need to delete the receipt before voiding the invoice. Once voided, an invoice may NOT be un-voided.
The Invoice Search allows administrators to search by invoice name, invoice type, or contact name.
- Create a PDF of an invoice by tagging the invoice from the Invoice List and clicking "Create PDF." You can also create a PDF of multiple invoices in one file for easy printing by tagging multiple invoices from the list and clicking "Create PDF."
- Add invoice notes by viewing an invoice, then typing notes into the Invoice Notes area and clicking Save Note. Invoicing Notes will add a timestamp including information which user logged the note, and when.
- Resend an invoice by tagging the invoice in the list and clicking Email. This will resend the invoice(s) to their original recipients.
With ONE invoice tagged, you will also have the ability to resend the invoice to additional email addresses, other than the one listed in the profile. This is best used if someone needs to receive an additional copy of their invoice, and needs to send one to their accounting or billing department as well.