Managing Invoices

Create, send, and manage invoices for completed bookings, member and organisation subscriptions, and manual charges.

View invoices

1. Go to Operations.
2. Click Invoices.
3. Review the list of invoices with status, bill-to details, and totals.
4. Use filters to narrow by status or source.

Click a row to open the invoice, or use View from the row actions.

A red badge on Invoices in the sidebar shows how many invoices are overdue — the same overdue count as the Dashboard invoice issues badge. When any invoices are overdue, an Overdue Invoices alert also appears at the top of this list and on Alerts. Click View Overdue Invoices to filter the list to those invoices.

When draft or issued invoices have not been sent yet, an Invoices Not Sent alert appears in the same places. Click View Unsent Invoices to filter the list to those invoices — the same filter as View unsent invoices on the Dashboard.

An example of the invoices list showing draft and sent invoices.

Create a manual invoice

Use a manual invoice when you need to bill someone outside a booking.

1. Go to Operations.
2. Click Invoices.
3. Click New Manual Invoice.
4. Select the Member to bill — Name and Email fill in automatically.
5. Set Due date and add any notes.
6. In Line items, enter Description, Qty, and Unit price for each line.
7. Click Add line item for extra rows.
8. Click Preview to check the layout, then save.

Manual invoices are standalone

A manual invoice is not linked to a booking. Booking invoices are created from the booking itself — see Mileage and Invoicing. Subscription invoices are generated from the Subscription tab on a member or organisation and appear in this list with source Subscription.

Subscription invoices

Starting a member or organisation subscription creates an invoice for the current calendar month or year at the full period price set in Settings > Prices. Only intervals enabled in Settings > Updating Options > Members can be started, and Prices only shows those rates. Renewal invoices are generated automatically before the next period. The subscription is only active for bookings after the invoice is Paid.

See Managing Members — Subscriptions and Managing Organisations — Subscriptions.

Send a draft invoice

1. Open the draft invoice.
2. Review the document preview.
3. Click Send Now if the bill-to has an email address, or Mark as sent if they do not.

The member can then view the invoice using the public link. Invoices without an email address are not sent automatically.

Share a public link

1. Open a sent invoice.
2. Click Copy public link.
3. Share the link with the member by email or message.

Send an overdue reminder

When an invoice is past its due date and still unpaid, opening it shows an overdue alert with the due date and how long ago it became overdue. If a reminder has already been sent, the alert shows when it was sent so you do not send another.

1. Open the overdue invoice.
2. In the overdue alert, click Send reminder.
3. Confirm to email a payment reminder to the bill-to address.

Automatic reminders can also be sent on a schedule. Set Overdue invoice chases in Settings > Updating Options > Invoicing.

Send reminder on the overdue alert is only available when the invoice has a bill-to email address and a reminder has not already been sent. To send another reminder, open the Options tab and click Resend reminder.

Print an invoice

1. Open the invoice.
2. Click Print.
3. If the invoice has not been sent yet, confirm Mark as sent after printing — or click Not yet to leave it unsent.

Void an invoice

1. Open the invoice.
2. Open the Options tab.
3. Click Void invoice.
4. Choose What should happen next? if options appear — for example Void and unblock booking or Void and cancel booking.
5. Enter a Reason visible to the member.
6. Confirm and click Void invoice.

Voiding cannot be undone

Voided invoices stay on record for audit purposes but are no longer payable.

If you remove a member from an open booking before the invoice period starts, their unpaid invoice is voided automatically. If they have already paid, the invoice is voided and the payment becomes account credit on the member. Credit applied to a later invoice shows as an Account credit payment.

Cancelling a member subscription also voids unpaid renewal invoices for periods that have not started yet. Partial payments on those future invoices become account credit; fully paid future periods keep coverage.

The original payment stays on the voided invoice for audit. It is marked Moved to credit and cannot be voided, so later invoices already paid from that credit are left unchanged. Account credit payments also cannot be voided.

See Open Bookings — Remove a member.

Invoice statuses

These are the statuses available and a small description of each one.

Status	Description
Draft	Created but not yet sent to the member.
Sent	Sent to the member and awaiting payment.
Partially Paid	Some payment received.
Paid	Fully paid.
Overdue	Past the due date and not fully paid.
Voided	Cancelled and no longer payable.

Related guides

• Mileage and Invoicing — invoice from a completed booking
• Updating Options — invoicing defaults and tax settings
• Managing Members — account credit from cancelled open booking places
• Managing Organisations — organisation billing for group bookings