Indicators & Icons On Client Invoice List

The invoice list for a client has several different options and icons - this article is intended to give an overview of these.

1. Access Client Invoices

Navigate to their profile and select the Billing icon.

     

2. Invoices Key

Invoices with a RED box around them indicate that invoice was part of a Down Payment (required to pay upon signing).

Invoices with a GREEN box around them indicate that invoice is an Auto-renew Evergreen invoice. This is significant because every invoice that gets generated will follow the green auto-renew invoice in amount and monthly due date.

Invoices with a GOLD box around them indicate that invoice is an Enhancement Fee.

Invoices with a BLUE box around them indicate the agreement is/ was Frozen. During a freeze, future invoices become suspended and are indicated as such with a blue box

     

Icons On Invoice List

Each invoice has a few links or icons that can be selected. All of these icons are also tied to admin permissions - so when creating a new admin type for your club - you can decide what the user can access.

1. View All Invoice Details

Click on the blue link - this is a unique invoice ID number. By selecting an invoice ID, you get the details of the history of that invoice.

     

2. Adding Notes To Invoices

Every invoice can have a note - to add a note click on the note icon and a note entry field will open up. Any notes once added will show automatically in the invoice list.

3. Editing Invoices

Unpaid invoice dates, amounts etc. can be updated by clicking on the edit pencil icon - its next to the add note icon. 

4. Refunding Invoices

Clicking on the blue invoice ID on a paid invoice, provides the option to Issue A Refund and by clicking this button it will open up the refund options window. 

5. Looking At Any Associated Credits / Bookings

When an invoice is paid, it may issue session credits that can be booked. Clicking on the bookings button will open up the status of all credits & bookings. This will provide you with how many credits were dropped, how many are currently tied to open bookings and how many are tied to completed bookings. If there is no bookings button then it means the sales package either does not issue credits or none have been issued yet (invoice is not paid). 

6. Reinstate Cancelled Invoice

Reinstate - this shows on cancelled invoices and when clicked gives the option to return the invoice to a not cancelled status. 

7. Filtering and Exporting The Invoice List

The first filter lets you filter the list to only show invoices tied to a specific agreement the customer has.

The second filter - which can be used together with the first filter - allows you to filter invoices by status and specific payment dates.

The invoice list can also be exported to excel by clicking on the excel icon, and can be emailed by clicking on the email icon. Clicking the email icon opens up an entry field where you can enter what email address the invoice list should be emailed to. Although clients can see their invoices from their login - sometimes it's useful to be able to email a client their list of invoices past and future. Any filters apply to what is emailed, so for example - it's easy to send a client a quick list of what they have paid, or what is past due, or what is upcoming. 

Requirements - A 'Master Admin' login or a staff login with the following permissions.

• Customer Management : Payments Related - Can view client billing information