Build and Send Invoices

Invoicing gives you the flexibility to collect payment from clients at a later date rather than requiring immediate payment. With OfferingTree's invoicing feature, you can create invoices when registering clients, through the point of sale, or from existing unpaid registrations. Clients automatically receive email notifications and payment reminders, and you can track all invoices and record payments through the Reports section.

How to Create an Invoice

Method 1: From Client Registration

1. Add a client to your event
2. When the payment screen appears, select "Pay Later" instead of "Checkout"
3. Click Submit
4. The registration will be marked as "Unpaid" in the client's profile
5. Navigate to the client's profile and go to their Registrations tab
6. Click the "Send Invoice for Unpaid Items" action button for unpaid items. Adjust the date range if needed to include multiple unpaid events
7. Select which unpaid items to include in the invoice
8. Click "Send Invoice for X Registration"
9. Modify the price or apply discount codes if needed. Set the payment due date. 
10. Click "Send Invoice"

Method 2: Through Point of Sale

1. Open the Point of Sale and add your contact/choose your client
2. Select items to include (classes, packages, store items, etc.)
   • Note: Memberships cannot be invoiced
3. Go to the checkout page and select "Send an Invoice" instead of taking payment or choosing "Pay Later"
4. Set the due date and apply any discount codes as needed.
5. Review the breakdown including taxes and fees
6. Add additional items if needed
7. Click "Build Your Invoice"

Managing and Tracking Invoices

Viewing All Invoices

1. Go to Reports and select Invoices
2. View invoice details including:
   • Due Date
   • Client name
   • Invoice title
   • Amount
   • Status (Paid/Unpaid)

Recording Manual Payments

Option 1: From Invoices Report

1. Navigate to Reports > Invoices
2. Click "Record Payment" next to the invoice
3. Select the payment method the client used
4. Click Submit

Option 2: From Invoice Details

1. Click on any invoice to view the order summary
2. Click "Record Payment"
3. Select the payment method
4. Click Submit

Important Notes

• Automatic Reminders: Clients receive an email when the invoice is sent and an automatic reminder one day before the due date
• Membership Limitation: Memberships cannot be included in invoices created through the point of sale
• Date Ranges: When sending invoices from a client profile, adjust the date range to capture all unpaid items you want to include
• Discount Codes: You can apply discount codes to invoice items before sending. 
• Multiple Items: Invoices can include multiple classes and packages in a single invoice. 
• Additional Items: Add more items to an invoice before sending it through the point of sale.
• Access: Invoicing is available on all OfferingTree plans.
• Payment Status: Invoice status automatically updates to "Paid" once payment is recorded.
• Editing Invoices: You can override existing invoices by simply creating a new invoice for the unpaid item. The option to Void an invoice will be added soon.

Where to Access Invoicing

Invoicing can be accessed through three main areas:

• Client roster/registration checkout
• Client profile (Registrations tab)
• Point of Sale system

All invoice management and reporting happens in the Reports > Invoices section.

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