Managing Invoices

ShulNET's invoicing system helps you track all financial transactions with members and parents, from membership dues to tuition payments to event fees.

Invoice Basics

What is an Invoice?

An invoice is a billing document that:

• Records what is owed to your organization
• Includes detailed line items with descriptions and amounts
• Has a due date for payment
• Tracks payment status (draft, open, paid, overdue, cancelled)
• Can be emailed to members/parents as a PDF

Invoice Statuses

Creating Invoices

Manual Invoice Creation

1. Navigate to Invoices

   From the main menu, click on "Invoices" to view the invoice list.

2. Click "Create Invoice"

   Click the "Create Invoice" button in the top right corner.

3. Select Recipient

   Choose who the invoice is for:

   • Member: For membership dues, donations, etc.
   • Parent: For school tuition, student fees

4. Set Invoice Details

   • Invoice Number: Auto-generated but can be customized
   • Invoice Date: Date invoice was issued
   • Due Date: When payment is expected
   • Status: Usually "Draft" or "Open"

5. Add Line Items

   Click "Add Item" to include charges:

   • Description: What the charge is for
   • Quantity: How many (usually 1)
   • Unit Price: Cost per unit
   • Total: Automatically calculated

   Add multiple line items as needed. The invoice total updates automatically.

6. Save and Send

   Click "Save" to create the invoice. You can then email it to the recipient.

Automatic Invoice Creation

Invoices are automatically created during:

• Member Onboarding: When adding a new member with membership tier
• Student Onboarding: When enrolling students with tuition selection
• Event Registration: When events have paid ticket types

Viewing Invoices

Invoice List View

The main invoice list shows:

• Invoice number
• Recipient (member or parent name)
• Invoice date
• Due date
• Total amount
• Amount paid
• Balance remaining
• Status

Filtering Invoices

Use filters to find specific invoices:

• Status: Filter by draft, open, paid, overdue, or cancelled
• Date Range: Show invoices within a specific period
• Recipient: Search by member or parent name
• Amount: Filter by invoice total or balance

Invoice Aging Report

The dashboard shows invoice aging:

Editing Invoices

When Can You Edit?

Invoices can be edited when:

• Status is "Draft" (before sending)
• You need to correct errors
• Adding notes or adjustments

How to Edit

1. Click on the invoice to view details
2. Click the "Edit" button
3. Make your changes
4. Click "Update Invoice"

Emailing Invoices

Sending Invoices

1. Open the invoice you want to send
2. Click the "Email Invoice" button
3. Confirm the recipient email address
4. Optionally customize the email message
5. Click "Send"

What Gets Sent

When you email an invoice, the recipient receives:

• Professional email with invoice details
• PDF attachment of the invoice
• Payment instructions
• Link to pay online (if online payments enabled)

Printing Invoices

Print Single Invoice

1. Open the invoice
2. Click the "Print" button
3. A print-friendly version opens in a new window
4. Use your browser's print function (Ctrl/Cmd+P)

Batch Printing

1. From the invoice list, select multiple invoices using checkboxes
2. Click "Print Selected"
3. All selected invoices open in print format
4. Print all at once or individually

Recording Payments

Manual Payment Entry

1. Open the Invoice

   Navigate to and click on the invoice to open details.

2. Click "Record Payment"

   Find the "Record Payment" button on the invoice detail page.

3. Enter Payment Details

   • Amount: How much was paid
   • Payment Date: When payment was received
   • Payment Method: Check, cash, credit card, etc.
   • Reference: Check number or transaction ID
   • Notes: Any additional details

4. Save Payment

   Click "Save" to record the payment. The invoice status and balance update automatically.

Partial Payments

If someone pays less than the full amount:

• Enter the partial amount received
• The balance reflects the remaining amount due
• Status remains "Open" until paid in full
• Record additional payments as they come in

Online Payments

If online payments are enabled, members can:

• Click the payment link in the email
• Enter credit card or bank account details
• Submit payment securely
• Payment is automatically recorded in the system

Invoice Reports

Available Reports

Exporting Reports

Export invoice data for external analysis:

1. Apply any desired filters
2. Click "Export"
3. Choose format (Excel/CSV)
4. File downloads with all visible data

Best Practices

Common Questions

Can I delete an invoice?

You can delete draft invoices. For sent invoices, use "Cancel" status instead to maintain financial records and audit trail.

What if I need to refund someone?

Create a credit invoice (negative amount) or record a negative payment to offset the original charge.

How do I handle payment plans?

Create multiple invoices with different due dates, or create one invoice and record partial payments as they come in.

Can members view their invoices online?

Yes! Members with user accounts can log into the member portal and view all their invoices, payment history, and outstanding balances.

What payment methods are supported?

The system tracks any payment method you choose: cash, check, credit card, ACH transfer, etc. Online payment processing requires additional setup.

Related Documentation

• Processing Payments - Detailed payment recording
• Financial Reports - Generating financial reports
• Member Onboarding - Auto-generate membership invoices
• Student Onboarding - Auto-generate tuition invoices