Create, send and manage invoices

Where invoices come from

Most invoices create themselves. Program enrollments bill on their schedule, meet billing generates entry-fee invoices, and job obligations can bill unmet credits. You create invoices by hand for everything else: fees, gear, corrections, one-off charges.

Step by step

Web app Mobile app

Create a charge

1. Open Payments → Customers and click the family’s account.

   

2. Click the + next to Invoice History to open Create new invoice.

3. Enter the amount and a description the family will recognize, and choose whether to Pass on processing fees.

4. Pick the collection method. Request Payment emails the invoice with a due date (due in 7 days, or your choice). Autocharge customer charges their payment method on file automatically.

5. Click Create Invoice. It sits at the top of the customer’s invoice list, and on the family’s own Payments page, until it’s paid.

   

Manage open and overdue invoices

1. Open Payments → Invoices. It opens on overdue and failed invoices from the last 30 days. Use the Date and View chips to change what’s shown.

   

2. Each row’s menu gives you View Invoice, Attempt to Charge (retry the payment method now), Send Invoice (email it again), Void Invoice (cancel it), and Mark as Paid (record a cash or check payment, with a note).

   

3. Use Export for a spreadsheet of the grid, and the column picker to shape it first.

Good to know

• Invoice actions need the Finances permission set to Edit. Staff without it can look but not touch.
• Void, don’t delete. Voiding keeps the paper trail and tells the family the invoice no longer applies.
• Mark as Paid doesn’t move any money. It records that you were paid outside Commit, so add a note saying how.
• A failed autocharge emails the family and leaves the invoice open. They can pay it from their own Payments page, or you can Attempt to Charge after they fix their payment method.
• Refunds and disputes have their own guide.

Common questions

What’s the difference between a rolled-up item and an invoice? A rolled-up item is a queued charge, so nothing has been billed. It becomes a line on the customer’s next cycle invoice, or you can invoice it right away.

Can I bill every family at once? Yes. Invoice all pending items on the Customers tab, or use a one-off payment (Payments → One-off payments) to create the same charge across many customers.