Issue manual invoice

When you need to track additional transactions for your organization, you can create a manual invoice. Contacts can log in to Wild Apricot and pay these manual invoices from their profile.

Creating a manual invoice

There are two ways to create a manual invoice. You can do it from a person's contact card by clicking on the Financial transactions link at the top right and then on [Add invoice] - which will automatically select the contact the invoice relates to. Or you can create a manual invoice by going to the Financial tab and clicking on [Add invoice], then click on [Select existing contact] and choose the contact you want to create the invoice for.

Under the Details heading you will have the option to set the date of the invoice, either in the past or future.

Under Internal notes you add any comments or notes you may have about the invoice. These notes are only visible to the administrator on the invoice list and invoice details screens, and can be searched.

Adding Line Items

On the bottom half of the screen is the area where you would add line items to the invoice. Add the name of the item in the first text box, and the cost of the item in the second box.

To add additional options click on the green plus sign next to the last item. To remove an item, click on the red X.

The total will be automatically calculated and displayed below.

If you have already been paid in full, check off the box labeled "Payment received in full" and select the payment tender. Otherwise, you can record the payment later on (see: Record Payment and Settle to Invoice).

When you are done creating the invoice, click on [Save]. From here you have the option to Preview & Print, Email the invoice, Record payment, Edit, and Delete Invoice. See: Invoices - Overview

The invoice is now available to the contact from their profile - they will be able to log in and pay the invoice from there, see: View account history and pay invoices

If you have the contact's credit card information, you can charge them on the "Record Payment" screen, see: Processing credit card option for administrator

See also

• Invoices - Overview
• Record Payment and Settle to Invoice
• Payments - Overview
• Processing credit card option for administrator