INTRODUCTION

Feature Summary: Generate an invoice for one club member.

Use Cases: System users can generate individual invoices for players and then complete important tasks on the same dashboard, such as emailing the invoice or processing a payment.

PREREQUISITES

Enable the Batch Billing add-on and complete the setup process.

SETUP REQUIREMENTS

Log in to the admin dashboard.
Go to the side menu and click MEMBERS > SEARCH.
Locate a member and click the pencil icon to open the profile page.
Click the Billing tab.
Click the Generate Invoice button.
Fill in the fields (see below).
Click Save and then Yes in the confirmation popup.

Filling in the Fields

Transactions Thru and Reservation / Event Registrations Thru - Use the calendar icons to set the end of the invoice period for transactions (e.g. POS purchases) and reservations/event registrations.
Revenue Category - Select one or more options or use the default ALL setting.
Invoice Due Days - Set end of the payment period.
Generate Invoice options - Choose an option: generate an invoice and wait for payment, or generate an invoice and process the payment immediately through the player payment profile.
Apply Account Credit when Auto Collecting Invoice Payments - When enabled, available account credit is automatically applied to invoices during auto-collection before charging the payment method on file. If the payment method fails, the invoice remains unpaid.
The bottom of the window displays the player's current balance, email address, and amount to process.
After clicking Save, system users are prompted to confirm invoice generation, as shown below.

Note: It is not possible to create an invoice for only one specific fee on a player’s profile if there are other unpaid fees outstanding — even when filtering by Revenue Category. The only exception is when that fee is the only outstanding fee on the player’s profile within that Revenue Category.

Invoices Tab

After the system user generates an invoice for a member, CourtReserve adds an Invoice menu tab to the profile page. The table row shows invoice information, including payment status.

Click the View button in the table row to see the consolidated invoice. The top of the page has invoice tools. System users can:

Void the invoice.
Pay the invoice.
Email the invoice to the player (CourtReserve automatically emails the invoice to the player when the system user generates the document).
Download the invoice (PDF).

Click the Invoice Breakdown button to see detailed invoice information, such as reservations and registrations, player names, and scheduled dates and times.

USER PERSPECTIVE

If a system user generates an invoice without immediately collecting payment from the payment profile, CourtReserve sends the member an email notification that includes a Pay Now button. Example shown here: