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Customizing invoices and receipts

Separate templates are used as the basis for invoices, payment receipts, and donation receipts. You can customize the content and appearance of invoices and receipts on an individual basis before emailing them, or modify their templates to customize all subsequent invoices or receipts.

The options to customize invoices and receipts are found on the Settings screen under Finances. You can also access these options from the Finances drop-down menu.

Invoice settings

To display your invoice settings, hover over the Finances menu then click Invoice and receipt settings .

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Within the invoice settings, you can:

  • control who receives copies of the invoice for pending transactions
  • set the next invoice number, and
  • customize the invoice email template.

The invoice number is automatically incremented each time a new invoice is created. You can set the next invoice number to be used, but if you enter a number that is already in use, multiple invoices may end up with the same number. The invoice number can up to 7 digits in length.

If you want payers to be emailed unpaid invoices, check the Send invoices for pending payments option. Invoices are only emailed if online payment is not completed within 15 minutes of confirming a transaction. If you want the email to be copied to everyone specified under your email routing settings, then check the Copy invoice to organization contact option.

Customizing the invoice template

To modify the template used as the basis for invoices, click the View/edit invoice template link within your invoice settings.

 Read more/less

You can then click the Send test email button to receive a sample invoice email or click the Edit button to begin customizing the template.

When you click the Edit button, the content editor toolbar appears at the top of the screen. Using the content editor, you can customize the template by adding or removing text, graphics, and macros.

Since the same invoice template is used for all transactions – including membership and event transactions – you should not include information specific to any particular kind of transaction. For example, you should avoid including event details or information about individual membership levels.

Invoice macros

You can insert macros to include variable information such as contact name that vary from one invoice to the next, and to include constant information such as payment instructions that you don't want to have to update in multiple locations.

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To insert a macro, click within the template where you want the information to appear, then click the Macro icon within the toolbar. From the list that appears, select the macro you want to use then click the Insert macro button.

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Macros are specific to each template, so there are some macros that work for event emails but not for invoices. When you click Macro icon, only the macros specific to this template will be available. If you manually enter another macro that is not supported for this template, it will be ignored.

Macros available for the invoice template include:

Macro

Description

{Invoice_Number}

The number of the current invoice
Example: 0123

{Invoice_Date}

The date the invoice was created
Example: 20 September 2010

{Charge Amount}

The total amount of the invoice
Example: $18.00

{Amount_Owing}

The total amount owed
Example: $8.00


{Amount_Paid}

The total amount of the invoice that has already been paid
Example: $10.00

{Invoice_PublicMemo}

Memo to payer, entered on the invoice by the administrator
Example: For room booking from 23 Dec - 26 Dec 2011

{Invoice_Details}

Displays the invoice items.
Example:
Item                                 Amount
Membership application     $20.00
Discount                           -$2.00

{Invoice_Status}

Status of the invoice, either Paid or Unpaid

{Invoice_Origin}

The origin of the invoice - (Name of event, membership level, ...)
Example: Membership application: "Basic member"

{Payment_Instructions}

Example: If paying by check send to: 123 King St. West.

{Invoice_Details_URL}

Link to invoice details in public profile which allows user to view and pay the invoice online (does not require logging in)

Payment receipt settings

To display your payment receipt settings, hover over the  Finances  menu and click Invoice and receipt settings.

 Read more/less

Within the receipt  settings, you can:

  • control who is automatically emailed a payment receipt after an online payment has been received, and
  • customize the payment receipt template.

If you want the payer to be automatically emailed a payment receipt, check the Send receipt to payer option. If you want to email a copy of the receipt to everyone specified under your email routing settings, then check the Copy receipt to organization contact option.

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Payment receipts are not automatically emailed when a manually payment is recorded. Administrator can, however, manually email the receipt.

Customizing the payment receipt template

To modify the template used as the basis for payment receipts, click the View/edit receipt template link within your payment receipt settings.

 Read more/less

You can then click the Send test email button to receive a sample receipt email or click the Edit button to begin customizing the template.

When you click the Edit button, the content editor toolbar appears at the top of the screen. Using the content editor, you can customize the template by adding or removing text, graphics, and macros.

Since the same receipt template is used for all transactions – other than donations – you should not include information specific to any particular kind of transaction. For example, you should avoid including event details or information about individual membership levels.

Payment receipt macros

You can insert macros to include variable information such as contact name.

 Read more/less

To insert a macro, click within the template where you want the information to appear, then click the Macro icon within the toolbar. From the list that appears, select the macro you want to use then click the Insert macro button.

Macros available for the payment receipt template include:

Macro

Description

{Payment_PublicMemo}

Memo to payer, entered on receipt by the admin
Example: Check #1234 received on 16 Dec 2011

{Payment_Date}

The date the payment was recorded 
Example: 20 September 2010

{Payment_Amount}

The amount of the payment
Example: $20.00

{Payment_SettledAmount}

The amount of the payment used to settle outstanding invoices
Example: $20.00

{Payment_Tender}

The tender used for the payment (see: Payment tenders)
Example: Online payment (Authorize.NET Credit Card)

{Payment_AvailableBalance}

The available balance for the contact
Example: $0.00

{SettlementTable}

Details about the invoices this payment has been settled with (See Recording payments and credits, and settling invoices)
Example:

Donation receipt settings 

To display your donation receipt settings, hover over the Donations menu then click Donation receipt .

 Read more/less

From your donation receipt settings, you can:

  • control who receives donation receipts
  • set the next donation receipt number, and
  • customize the donation receipt email template.

The donation receipt number is automatically incremented each time a new donation receipt is created. You can set the next receipt number to be used, but if you enter a number that is already in use, multiple donations may end up with the same receipt number. The receipt number can up to 7 digits in length.

If you want the donor to be automatically emailed a donation receipt, check the Payer box. If you want to email a copy of the receipt to everyone specified under your email routing settings, then check the Organization contact box.

Customizing the donation receipt template

To modify the template used as the basis for donation receipts, click the View/edit donation receipt template link within your donation receipt settings.

 Read more/less

You can then click the Send test email button to receive a sample receipt email or click the Edit button to begin customizing the template.

When you click the Edit button, the content editor toolbar appears at the top of the screen. Using the content editor, you can customize the template by adding or removing text, graphics, and macros.

Donation receipt macros

You can insert macros to include variable information such as contact name.

 Read more/less

To insert a macro, click within the template where you want the information to appear, then click the Macro icon within the toolbar. From the list that appears, select the macro you want to use then click the Insert macro button.

Macros available for the donation receipt template include:

Macro

Description

{Donation_PublicMemo}

Memo to donor, entered on donation receipt by the admin
Example: Thanks Jake, much appreciated

{Donation_Number}

The receipt number for the donation
Example: 00007

{Donation_Date}

The date the donation was made
Example: 21 September 2010

{Donation_Amount}

The amount of the donation made
Example: $25.00

{Donation_Tender}

The tender used for the payment (see: Payment tenders)
Example: Online payment (Authorize.NET Credit Card)

{DonationField_All}

All the fields that were shown on the donation form
Example:
City: NY
Postal code: N1170
Country: USA

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