The ability to create or add a new Invoice can be found in the following places:
1- Post Transaction Button
On the Customer's Billing page, click the "Post Transaction" button at the top of the page:
2- Invoices / Plus Button
You can also create an Invoice by using the plus button on the left sidebar beside Invoices.
Then click "Create Invoices" from the menu.
Create/Add Invoice
The following are the steps on how to create an Invoice for one or more Accounts:
Step 1 - Search for Account(s)
After selecting one of the above options to create a new Invoice, a new window will open where you can search the Account(s) you want to create an Invoice.
NOTE: If you are already on a Customer's Billing page, that Customer's name will automatically populate.
Step 2 - For the Account or an Enrollment
The option to create an Invoice for a particular Enrollment under the Account will be the default option. You will be required to choose the Enrollment from the options listed. If the Invoice is NOT for a particular Enrollment, then choose the first option, "Create Invoice for Account."
Step 3 - Add Other Accounts
You also have the option to add other Accounts to create an Invoice for. Click "Add Another Account" to add more than one Account. After adding all the Accounts, click Next.
Step 4 - Create Invoices
Here, you can do the following:
Invoice Due Date
This date will be the Auto-Pay date if the Account has a payment method on file and their Auto-Pay setting is turned on.
IMPORTANT INFO ON INVOICE DUE DATES
IMPORTANT INFO ON INVOICE DUE DATES
The earliest due date that can be entered is "tomorrow." However, Invoices can be paid whenever.
All created Invoices will show up under "Current Invoices," even if the due date is in the future. To create future Invoices, you will need to edit or add payment events on a Payment Plan. See this article for steps.
Auto-Pay runs twice daily for customers who have a valid payment method on file and auto-pay enabled within their Account. It will run once in the morning of the due date (5:45 am PT/8:45 am ET), and then again in the evening for failed credit card payments (8:45 pm PT/11:45 pm ET).
We regularly (one or two times a week) run autopay for all dates in the past (1-3 months). If you don’t want autopay to affect an invoice, then you will need to either turn autopay off on that customer's account or set the due date of the invoice in the future.
Invoice Number
Use the auto-generated Invoice number or enter your own
Step 5 - Setup Transaction
Under this section, you can choose to post a Credit along with the Invoice by clicking the box beside "Post Credit."
Enter the following information:
Classification (your company name)
Public comment (comments here the customer can view)
Private comment (comments here are office-only comments)
Either enter the amount in the Total blank OR click on Charge Item to choose the proper fee and enter the amount below it (as shown below):
Next, set up the Credit (optional) as shown:
Step 6 - Select Email/SMS Options
Before posting the Invoice, you see these two options:
Email invoice to account holder
SMS invoice to account holder
Select one or both to send an email or SMS text message to the Primary Account Holder about the invoice.
The following are examples of what these notifications will look like:
Email Example:
SMS Example:
Click "Post" to post the Invoice(s).
Step 7 - Result Page
The next page will give you the results of the post. If the post works, it will show a green checkmark.
If it doesn't, a red "X" mark will show with an error message.
View the Invoice
The new invoice will now be viewable in these locations:
Current Invoices - Under "Current Invoices" at the top of the Customer Billing page. Click "Manage" beside "Current Invoices" and you can view the Invoice in the list. Click "Edit" to open up the Invoice.
Transaction History - The Transaction History on the Customer Billing page
NOTE: If you can't see the Invoice, refresh your browser page.
Export or Print the Invoice
Click "Create" to complete the Invoice. This will take you to a new window that will show the invoice. Here, you can either export or print the invoice.
