How do I create and send an invoice?


There are two ways to create an invoice. You can create an invoice based on a plan, and you can create an invoice without a plan. In this article, both ways will be explained in a few simple steps.

 

Create an invoice based on a plan

When you create an invoice based on a plan, you invoice the membership fee that has been set for this member in advance. During the creation of this draft invoice, you will still be able to increase or decrease the amount using invoice lines. Creating an invoice based on a plan is explained in five simple steps.

 

Step 1: Create an invoice that suits the target audience. Learn more on the Where can I add a plan? page.

 

Step 2: Assign this plan to a member. Go to the personal profile of the member, and click on Assign Plan. Select the relevant plan, en determine the start date. This plan is now displayed under the tab Financial > Invoices, under the subtab Uninvoiced.

 

Step 3: Select the specific member on the Uninvoiced page and click on Create Invoice Draft. It’s also possible to increase or decrease the amount. Use Add Custom Invoice Lines to do it. Everything set? Save the draft and click on Save. On the next page, an overview of the created invoices will appear. Click on Raise Invoice. Then Raise [X] invoices and proceed to send it in a batch. Don’t forget to check the box I checked [X] invoices.

 

Step 4: Add a name to your invoice batch, and click on Create and send the batch of [X] invoices. The batch will now appear under the subtab Sent. Note: The batch will not be sent until you click on Start Processing.

 

Step 5: Check the status of payments in the ClubCollect system via the ClubCollect button.


Create an invoice without plan

When you want to create an invoice that is not linked to a plan, for example for an event or a donation, you can create a draft in which you can easily set an amount yourself. Creating an invoice without a plan is explained in three simple steps.

 

Step 1: Under the Financial tab, click the Uninvoiced subtab. On the Uninvoiced page, click Create Invoice Draft. Search and select the name of the member, and enter a description and the amount in the empty fields. Everything set? Save the draft and click on Raise invoice. On the next page an overview of the created invoices will appear. Click on Raise [X] invoices and proceed to send it in a batch. Don’t forget to check the box I checked [X] invoices.

 

Step 2: Add a name to your invoice batch, and click on Create and send the batch of [X] invoices. The batch will now appear under the subtab Sent. Note: The batch will not be sent until you click on Start Processing.


Step 3: Check the status of transactions in the ClubCollect system via the ClubCollect button.