Invoices - Overview

Overview

All transactions in your Wild Apricot site (e.g. membership applications and renewals, event registrations) automatically generate an invoice. Invoices can be viewed from Finances > Invoices. (see: Find invoice)

Note: Deleted invoices are not shown in the list. You can find deleted invoices via Finances > Audit log by doing a keyword search on invoice number. See: Audit log

The list of invoices can be searched in several ways:

• Predefined date range or by setting your own.
• By using one of the predefined filters. For example if you select "With open balance" it will show all outstanding invoices. Or you can use "Manual invoice" to find all manual invoices that were created by the administrator(s).
• Keyword search - just type in member's email to see the list of all corresponding invoices for this member.

The "Origin" field indicates whether it is a manual invoice, that does not belong to any automated transactions of the site, or if it is one of the automated invoices that would have a corresponding transaction in the system (e.g. membership application, event registration).

Administrator can record a payment for any outstanding invoice by simply clicking on [Record payment] button.

Invoice details

Click on the invoice to view the details:

If the invoice is related to a transaction, it will show the link to it under Origin. In our example it shows "Event payment". Otherwise it would just say "Manual invoice".

From here you can:

• Record and settle the payment by clicking on [Record payment] button, see Record Payment and Settle to Invoice
• Click the [Charge credit card] button to process a charge on this person's credit card (assuming that full credit card and billing information has been provided to you somehow outside of Wild Apricot). See Processing credit card option for administrator
• View, print or email the invoice to the contact, see Resend or Print Invoices and Receipts
• Instruct the contact to log into their profile to pay the invoice online
• Edit details, adjust or delete it, see Adjust or cancel invoice

Issuing Manual invoices

When you need to track additional transactions for your organization that you process outside of your Wild Apricot website (e.g. charge additional fee for advertisement on your website) you can create a 'manual invoice', see: Issue manual invoice.
Manual invoices are not related to transactions on your website, unlike membership registrations or event registrations.

Viewing, Printing and Emailing invoices

To view, print, or email an invoice, you must first locate it from your invoice list under finances (see: Finding invoices)

The number of the invoice is set and incremented with each invoice. You can edit the next invoice number, as well as the template used for your invoices, from your invoice settings (see: Settings and customization of invoices and receipts)

Managing invoices

Each invoice has a balance or total amount of the invoice minus all the payments settled to it. If an invoice has a zero balance it will be marked as fully paid.

You can record full or partial payments from any invoice with an open balance. See: Record Payment and Settle to Invoice

You can also edit or delete invoices - though you have to be careful as it might lead to discrepancies between your transactions and your financial records. See: Adjust or cancel invoice

Summary of all your invoices is available via Income report

Special cases: transactions without corresponding invoices, see Record Payment and Settle to Invoice

Export invoices

You can also export the invoices into a spreadsheet that you might later use in your other financial programs (e.g. Quickbooks). Just click on [Export] button and save the file on your computer.

Self-service for contacts to view and pay invoices

Your contacts have the ability to view their invoices and payments from their profile page:

They can also pay one or several invoices from this page.

For more information, see View account history and pay invoices

See also

• Settings and customization of invoices and receipts
• Payments - Overview
• Issue manual invoice
• Complimentary transactions and special discounts
• View account history and pay invoices