You also have the ability to create and send an invoice to a customer.

You can do so by selecting the Invoices tab in a customer's profile (as long as your account has the correct Permission to do so)

What is an invoice?

Invoices are essential for record-keeping, financial tracking, and ensuring timely payments in business transactions. Some perfect use cases for invoices include:

Tournament Fees: Collecting entry fees from teams or individuals participating in tournaments or competitions.
Bulk Facility Rentals: Charging for the use of courts, fields, or other facilities for events or regular, recurring practice sessions.
Event Hosting: Billing for organizing and hosting events like sports camps, birthday parties, or corporate team-building activities.
Maintenance and Repairs: Invoicing for services related to the maintenance and repair of equipment or facility infrastructure.

Creating an invoice

To create an invoice:

In Admin, navigate to the customer's profile
Select the Invoices tab.
Click the + New Invoice button to open the invoice builder
Fill in all necessary details of the invoice
Toggle Send invoice via email to customer to ON if you'd like an email copy to be sent to the customer
Click "Create Invoice" to save, create and issue the invoice
- You can also click Save Draft to return at a later time, to edit and send

The email will include a summary as well as a downloadable PDF and payment link.

After creation, invoices can fall into the following states:

Open: All newly created invoices fall into this state. They can have payments collected towards them
Overdue: Any invoice that's in the Open state and has a due date in the past will fall into this state. Overdue invoices can still have payments collected towards them.
Paid: Invoices that have been paid in full will fall into this state and cannot have any further payments made towards them. Refunding a payment on a Paid invoice will change it back to the Open state.
Void: An invoice that is voided is cancelled and cannot have any payments collected towards it.

Collecting invoice payments in Swift Admin

There are two ways to manually collect payments in Swift Admin:

1) Click on the More (...) icon for the invoice and select the Collect Payment option. This allows you to collect payment for the invoice,

2) The second is to click on the invoice itself, which will open the invoice where you can see an overview summary along with all payments that have been made as well as the option to collect payment,

Editing an invoice

At the moment, it's not possible to edit an invoice after it has been created. The options would be to either:

Keep the invoice as a draft until everything is finalized (so you can continue making edits), or,
Void the original invoice and issue a new one if changes are needed after sending.

Payment Links for Invoices

Option 1: Email

When creating the invoice, toggle "Send invoice via email to customer" to ON. The customer will receive an email containing the invoice with a payment link.

Option 2: Manual Link Sharing

Click the More icon (...) next for the invoice. Select the "Share Payment Link" option and copy and share the URL with the customer or person handling payment.

Note: The customer does not need a Swift account to pay. Anyone with the payment link can pay with a credit card.

Refunding an invoice payment

To refund a payment, view the Payment History section on the direct invoice page. Once you've found the payment you'd like to refund, click on the "Refund" arrow beside the payment.

Creating and tracking invoices