What you’ll find in this article
How to create and send an invoice, how to add invoice items ahead of time to speed up invoicing, and what to review in Invoice Settings.
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Add an invoice
In the left navigation, select Invoicing.
On the invoice landing page, select + Add Invoice (upper right).
Select Select Recipients, then choose one option:
Recipients by Players
The invoice is sent to all parent/guardians on the player’s account, but once one person pays, the invoice is settled.Recipients by Users
The invoice is sent to each individual user, and it is not settled until each user pays.
In the Invoice Builder, enter:
Invoice Date
Invoice Description
Note to recipients (optional)
Due Date Option
Under Invoice Items, select the item and enter the quantity being invoiced
Select Review Invoice.
Confirm the details look correct, then select Send Invoice.
Important: At this time, refunds are not possible when invoicing is used. If you anticipate needing refund flexibility, consider whether invoicing is the right billing method.
Which recipient type should I choose?
Choose Recipients by Players if you want a single invoice sent to all parents/guardians in the same household. Once one parent pays, the invoice is settled.
Choose Recipients by Users if you want a separate invoice sent to every individual user you select. The invoice will not be settled until each selected user pays their invoice.
Add an invoice item
Invoice items help accelerate invoice creation by letting you build common charges ahead of time (examples: tournament fees, gear packages, sponsorships).
In the left navigation, select Invoicing.
Select Invoice Items.
Select + Add Invoice Item.
In the creation modal, enter:
Item Name
Revenue Category
Item Description
Default Price (per unit)
Save.
Invoice Settings
Invoice Settings control the defaults used when creating new invoices, and the revenue categories available for invoice items.
Default Settings
New invoices default to these settings, but you can adjust them on individual invoices.
Invoice Address
The default invoice address comes from the Club Profile settings.
You can select + Add Address to set a different default address or use an alternate address when sending invoices.
Due Date
Due date options can be “due upon receipt” or a specific date.
The due date setting here controls the default number of days used when choosing a specific due date on an invoice.
Revenue Categories
When creating an invoice item, a revenue category is required so the item is grouped correctly in financial reporting.
Program Categories
Each program type can be used as a revenue category (Core, Supplemental, Tryout, League, Tournament, Other). Invoices categorized this way do not apply to registrations, but they can be used to classify additional program-related fees.
Default Categories
These categories can be used for invoice items and appear on invoice reports (examples include Events, Gear, Other Revenue, Sponsorship).
Custom Categories
If an item does not pertain to a program, you can add custom categories in Invoice Settings to classify revenue for reporting.
FAQs
What is the difference between Recipients by Players and Recipients by Users?
Recipients by Players sends one invoice to all parents/guardians on a player’s account and is settled when one person pays. Recipients by Users sends separate invoices to each selected user and is not settled until each user pays.
Can I reuse invoice items?
Yes. You can create invoice items in advance under Invoice Items to speed up future invoice creation.
Can I issue a refund for an invoice payment?
At this time, refunds are not possible when invoicing is used. If you anticipate needing to process refunds, consider if this is the right method to use.
Do invoices apply directly to registrations?
No. Invoices categorized under Program Categories can classify additional program-related fees, but they do not apply directly to registrations.
Where do I manage default invoice settings?
You can manage defaults such as invoice address, due date behavior, and revenue categories in Invoice Settings.