Creating an Invoice Manually

The "Invoices" section collects all invoices in the workspace: those created when passes and subscriptions are sold, and those an Administrator created manually. A manual invoice is used to charge for any items, for example a uniform, instruments or materials.

⚠️ A manually created invoice never creates a pass, even if a plan is selected in it. To give a client classes, sell a pass.

Steps

1. Open "Billing" → "Invoices" and click "Create Invoice".
2. In the "Clients" field, select one or more clients. Each selected client gets a separate invoice. Leave the field blank to create an invoice without a client.
3. In the "Payer" field, select who will pay.
4. In the "Applies To" field, specify what the invoice is for: a class, section or program. If the field is blank, the invoice is issued to the client.
5. Set "Due Date" — the date by which the invoice must be paid.
6. If needed, select a "Merchant Account" and write a "Note to Payer".
7. In the "Line Items" block, click "Add" and fill in the line: "Item", "Qty" (more than 0) and "Unit Price" (0 or more). To take the name and price from a plan, select an active one-time plan in the "Plan" column. Add as many lines as needed; at least one is required.
8. If needed, add a discount or fee: click "Add Adjustment" in the "Discounts & Fees" block (see the Discounts & Fees guide).
9. Check the amount in the "Preview" block.
10. Click "Create Invoice".
11. Check the result: the invoice appears in the list with the "Pending" status. The payer automatically receives an email about the issued invoice if billing notifications are enabled in the workspace.

Accepting Payment for an Invoice

An invoice can have the following statuses:

• "Draft" — the invoice has not been issued yet.
• "Pending" — the invoice is waiting for payment.
• "Partially Paid" — part of the amount has been paid.
• "Paid" — the invoice is paid in full.
• "Payment Failed" — the automatic card charge did not go through.
• "Cancelled" — the invoice was cancelled.
• "Refund" — a refund invoice.

⚠️ For the payer to pay online, an active merchant account must be selected on the invoice.

Steps

1. In the invoices list, click in the row of an invoice with the "Pending" status. The menu contains: "Details", "Pay Online", "Copy Payment Link", "Mark as Paid", "Cancel" and "Remove". For invoices with the "Paid", "Cancelled" and "Refund" statuses, only "Details" and "Remove" are available.
2. For the payer to pay online, select "Copy Payment Link" and send the link to the payer. To see the payment page the way the payer sees it, select "Pay Online".
3. The payer opens the link and sees the amount, the due date and the pay button. If the invoice uses bank transfer, the payer sees the bank details instead of the button; if there is no merchant account, a message says payment is accepted on site.
4. During payment, the payer can tick "Pay automatically with this card". The card is then saved, and later invoices (for example, for a subscription) are charged automatically.
5. If the client paid in cash or by bank transfer, select "Mark as Paid". The "Paying" field shows the amount due. Fill in the fields:
   • "Method" — "Cash", "Bank Transfer" or "Other".
   • "Reference" — what identifies the payment: cash, or the bank reference. It is shown in the invoice history.
   • "Paid Date" — the day the money arrived.
6. Click "Mark as Paid".
7. Check that the invoice has the "Paid" status. The payer automatically receives an email confirming the payment.

Cancelling an Invoice and Refunding

⚠️ Only an invoice with the "Pending" status can be cancelled. A paid invoice cannot be cancelled — instead, refund it line by line on the "Details" page. Each invoice line can be refunded only once.

⚠️ A refund does not affect a subscription. To stop a subscription, cancel it separately in the Subscriptions section.

Steps

1. To view an invoice, click in the invoice's row and select "Details". In the lines table, the "Stage" column shows the line type: "Line items", "Adjustments" (discounts, fees and spent credits with a negative amount) or "Taxes". In the "History" table, the "Event" column shows all invoice events: "Formed", "Payment Recorded", "Cancelled", "Refunded", reminders, "Notification Sent", and so on.
2. To cancel an invoice with the "Pending" status, select "Cancel". The "Consequence" field shows exactly what will be cancelled (for example, "1 pass and 1 open instalment will be cancelled."). In the "Reason" field, state why you are cancelling. The field is required; the reason is kept in the invoice history and is not shown to the payer. Click "Cancel Invoice".
3. Check the result: the invoice and all its passes have the "Cancelled" status, and the reason appears in the invoice history.
4. To refund a paid invoice, open "Details" and click "Refund" in the required line of the lines table.
5. In the refund dialog, fill in the fields:
   • "Quantity" — how many classes to refund. The maximum equals the quantity in the line minus the classes already used; lower the number to refund less.
   • "Refund To" — "Money back" or "Credit on the payer's account". If you choose credit, the amount appears in the Credits section and is deducted from the payer's next invoices. A refund invoice is created either way.
   • "Reference" — how the money went back (cash or the bank transaction number). Required for "Money back".
6. Click "Refund".
7. Check the result:
   • A separate invoice with the "Refund" status and a negative amount (quantity × unit price) has appeared.
   • The original invoice stays "Paid" and unchanged, and its line shows the refund invoice number instead of the "Refund" button.
   • If all classes were refunded, the pass has the "Cancelled" status. If only some were refunded, the pass stays "Active" and its number of classes is reduced to the remainder.
8. The platform does not move money by itself: if you chose "Money back", return the money to the payer outside the platform.
9. To remove an invoice created by mistake, select "Remove". A paid invoice or an invoice that has already issued passes cannot be removed; in that case the dialog explains why.