Invoices and client billing

There are several ways to bill customers, but generally, invoices are generated when someone registers through a registration form.

Go to the E-commerce tab and select Invoices. Here, you will see all the invoices on the platform.

# Filter the invoices 

• Finalized: Indicates completed invoices.
• Cancellation: Lists invoices that have been created and then canceled.
• Balances Due: Shows which invoices are unpaid.
• Pending Payments: Reflects transactions awaiting payment confirmation, typically Interac transfers.
• Scheduled: For multiple payment plans where payments are spaced over time.
• Scheduled - Failed Payments: Tracks failed payments and allows follow-up with customers.
• Clients - Drafts: Invoices that are not yet finalized, often from abandoned payment forms.
• Administrators - Drafts: Invoices that are partially completed by an administrator and awaiting customer payment.
• Contracts: Manage contracts, including drafts and sent contracts.
• Archived: Invoices that have been archived by an administrator.

# Invoice

Click on a row to open the Client billing dialog. You are present with the client, form answers, purchased items, the invoice, payment(s) and messages relating to this purchase.

The customer billing window allows for the following actions:

- Edit the customer's name, email address, or mobile phone number.
- View and modify responses to form questions.
- Download the invoice in PDF format.
- Cancel and refund one or more purchases.
- Enter a payment if there is a balance on the account.
- Resend the invoice to the customer via email.
- Send an email or text message to the customer.
- Add invoice items (custom items or course registrations).

# Create a new invoice

Generally, invoices are created when a payment form has been filled out. It will remain in draft mode until the customer (or administrator) makes a payment, after which it will be finalized.

As an administrator, you can also create an invoice from scratch by clicking the (+) button. Choose an existing customer or add a new one. The newly finalized invoice will be added, and you can then add invoice items. Once it’s complete, you can send it to the customer for online payment.

# Adding new invoice items

Invoices can be added to even if they were paid. This will increase the total amount due and create a balance outstanding. The client can pay the balance online or you can take a payment offline.

You can add a custom invoice item by entering the amount, quantity, sales taxes, and accounting code. This allows you to add fees or extras to an invoice. Unpaid custom invoice items can be modified or deleted.

To add an item, scroll to the bottom of the invoice and click on + Item, then select the type of item you want.

Types of Items

Course or Event Registration: Register the participant for an additional event.

Add Courses: Useful for adding services, such as childcare, if the client initially forgot to include it.

Invoice Contribution & Team Registration: Allow someone to reduce the balance of an invoice or register a player on a team, enabling them to pay part of the invoice.

Item: Add items like sports equipment.

Subscription: Add or modify subscriptions.

Reservations: Add reservations for sports facilities.

Custom (Fees/Extras): Add specific fees as needed, such as a late fee.

Credit: Add a credit to the invoice.

You can register someone to a class directly from the invoice. No need to pass through a payment form. Useful to manage private lessons and drop-ins.

# Admin payment (offline)

The administrator can always take a payment offline. For example by cheque, by cash or a balance transfer from another platform. The administrator can also take a credit card payment by phone.

Click on the "Make a payment" button, and choose a payment method. You can also add a comment and send the receipt to the client by email.

# Client payment (online)

Any invoice with an outstanding balance can be sent to the client by email or by SMS for them to pay online with a credit card. In Canada, you can also allow the client to pay via an Interac e-Transfer payment.

Click on "Send a link to pay online" to open a New message window. The invoice PDF will be added as an attachment to the email. The client will receive a link that leads to a page to pay online.

The new message sending window will open. The invoice in PDF format will be attached to the email. The customer will also receive a link to pay the balance of their invoice online.

# Cancel and refund

You can cancel, refund, or credit an invoice or specific items on an invoice.

Cancel a Course or Event: The customer will be removed from the attendance list, and a credit will be applied to the invoice.

Cancel an Item: The item will be removed from the invoice, and a credit will be applied.

Refund a Payment: The refund will be processed to the customer’s credit card used for payment. This does not cancel the course or item; you will need to do that separately if necessary.

Credit: You can select the items to credit on the invoice.

# Cancel

Press the Cancel button. A window will open, allowing you to enter the items to cancel and credit. When canceling a course or event, the customer will be removed from the attendance list.

You can charge cancellation fees.

Activity Messenger will send a cancellation confirmation email to the customer. You have the option to uncheck this box if you do not want to send the email. You can always send it later if you change your mind.

# Partial or full refunds without cancelling purchases

You can refund items without having to cancel purchases. Click on the "Refund" button. A popup will allow you to select on or multiple invoice items to refund. You may refund a partial amount or the full amount.

If the client paid by credit card (Stripe), the refund will be applied directly to the credit card on file used to make the purchase.

# Credit

You can credit billing items without canceling their purchase. Click the Credit button. A window will open, allowing you to select one or more items to credit. Enter the amount to be credited (partial or full).

The credit will appear on the invoice.

# Archiving invoices

Activity Messenger does not allow you to archive invoices. The exception is for invoices that have no impact on your finances. Specifically, you can archive cancelled invoices and those without outstanding or paid invoice items. You can always archive draft invoices too.

To archive an invoice, open it and click on the Archive button located at the bottom left of the popup. Once archived it will be removed from the list of invoices.

If you need to, you can click on the filter and show archived invoices.