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Must know
  • Creating an invoice needs financials.create. Registrations, memberships and passes on a hand-made invoice are only fulfilled when it reaches Paid.
  • Statuses you will see: Draft, Unpaid, Paid, Past due, Partially paid, Partially refunded, Refunded, Cancelled.
  • The list has no status filter. Resend Email re-sends your club’s own invoice email to the account holder and needs financials.edit. An invoice can be resent up to three times in 10 minutes.
Most invoices are created for you when a member registers. Create one by hand for anything else — a locker, a rental, a one-off charge.
1

Open the sheet

Go to Financials → Invoices and click Create Invoice. The Create New Invoice sheet opens.
2

Pick who pays

Choose the Guardian (the account holder to bill), set Status to Draft or Send Immediately, and a Due Date.
3

Add lines

Under Line Items choose an item from the catalogue (Choose item — Programs, Events, Memberships, Passes, Products, Venues) or Custom item, with Description, Qty and Price. Click Add Item for more lines, add Notes if you like, and click Create Invoice.
The Invoices page shows three tiles — Outstanding Amount, Collected this Month and Payment Success Rate (last 30 days) — and the Recent Invoices table (Invoice #, Guardian, Description, Due Date, Status, Amount; partially paid rows show “{amount} due”). Each row’s menu offers View details, View Receipt, Copy Payment Link, Resend Email and Download PDF.
  • Copy Payment Link copies the invoice’s link in the Members Portal, the same link your invoice emails carry. The member signs in and sees the invoice with Pay now where your club takes cards.
  • Resend Email sends the template that matches the invoice’s state. An invoice with money owing (unpaid, past due or partially paid) gets Order submitted (offline) with the balance due. A paid invoice gets Order paid (online receipt). Both use the wording you set under customized transactional emails. The toast confirms “Email sent to {email}”. Draft, cancelled and refunded invoices have nothing to resend. Too many resends in a row are refused with “This invoice was just emailed. Please wait a few minutes before resending.”
Members pay from their own portal’s Invoices page (Pay now) or the link in their email. Related: What can I do on an invoice? · How do I record an offline payment? · How do I refund or cancel a line item?