Invoices
An invoice records a specific bill and its amount due. It can include products, services, or custom line items, or be created for a scheduled subscription payment. A subscription defines the billing arrangement and schedule.
Each payment attempt is a charge. One invoice can have multiple charges, such as a failed attempt followed by a successful payment. You can review these from the invoice or a member’s Charges page.
An invoice, its charges, and its fulfillment answer different questions:
| Record | What it tells you |
|---|---|
| Invoice | What was sold or billed, who owes it, and the total due |
| Charge | What happened when someone tried to pay, including amount, method, and result |
| Fulfillment | Whether a physical product is reserved, waiting for stock, or handed over |
For example, a uniform invoice can be paid while the uniform is still waiting for delivery. Check the charge to confirm payment, then check fulfillment to see whether the member has collected the item.
Create and manage invoices
Section titled “Create and manage invoices”- Create an Invoice: bill a member or record a walk-in shop sale.
- Edit an Invoice: update an eligible draft or open invoice.
- Collect a Payment: take or record payment, including partial payments.
- Refund or Void a Payment: refund a completed charge or void an unpaid invoice.
- Receipts and Payment History: download or send invoice and payment receipts.
For selling physical products, continue to Shop and Inventory. Learn how to fulfill a product sale or process a return.
Find the right invoice list
Section titled “Find the right invoice list”The Invoices page has My Invoices, Shop, Subscriptions, and All views. The default Shop view shows shop invoices, including product sales. Use Subscriptions for subscription billing records and All when you need to search across sources. My Invoices is the member-facing view for the signed-in member’s invoices (or invoices they can manage), not a staff member’s personal billing list.
An invoice marked Draft has not been opened for payment yet. Opening it makes it available for payment but does not collect money; depending on the school’s invoice-email setting, opening it can also send the invoice link. Check the invoice’s balance and charge history before deciding whether another payment attempt is needed.