When to Use This
Use this workflow when you need to bill an organization or individual for facility usage that has already been scheduled or completed.
Step 1: Navigate to Invoices
Log in to Bound.
From the left-hand primary sidebar, click on Venue icon
From the left-hand secondary navigation, click Invoices.
Select New Invoice in the upper-right corner.
Select + Create Single Invoice from the drop down menu
Step 2: Complete Invoice Details
Fill out the required invoice information:
Contact – Select the organization or individual you are invoicing.
Due Date – Choose when payment is due.
Terms – Add any notes or payment terms that should appear on the invoice.
Optional settings:
Allow Negative Total Invoice – Enable this only if you need the invoice total to be negative (for example, a credit).
Publish Invoice – Leave unchecked if you want to save a draft before sending.
Step 3: Configure Payment Details
In the Payment Details section:
Upcharge Processing Fees – Toggle on if you want to pass processing fees to the Reserver. Leave off if you are going to absorb them (net payout will be reduced by the processing fee)
Allow Cash Payments – Toggle on if you want the payer to submit a cash payment
Cash Payment Instructions – Enter instructions if the school accepts cash or check payments.
Step 4: Select Fees to Invoice
Start Date - Enter the date you want the system to look for fees
End Date - Enter the date for the fee search. NOTE: If the last day of a rental was 2/15, enter 2/16
Search for a Reserver that you are wanting to invoice.
System returns all fees and adds them to invoice based on time frame selected
Red minus means they have been added. Click on the red minus to exclude the fees from the invoice
Click green Create
Step 6: Publish the Invoice
Once invoice is created, you will be returned to the list of all invoices.
To edit or publish your invoice, click on the pencil in front of the invoice for your reserver
Make any adjustments
Toggle on Publish Invoice toggle
Click Save to publish.
A notification will be sent to the reserver that their is an invoice pending in their reserver account that they can pay.
Once published, the invoice can be viewed and paid according to the payment options you enabled.
Tips & Best Practices
A contract needs to be signed before an invoice can be generate
Selecting "Can pay before invoicing" on the contract will allow them to pay without you sending an invoices.
If changes are needed, make them before publishing whenever possible.
If you have questions or need help, reach out to your Bound administrator or support team.