How to use invoices

Save time and reduce paperwork by invoicing online. You can create and send invoices to customers, manually enter payments or accept payments through your website, and track your invoice history with customers. 


Before you start

Before you start creating invoices, check that a few things are set up in your nation.

1. Enable the invoicing features in your nation. Under Settings > Defaults > Basics check the box next to "Enable invoices" and click Update addons.

Enable invoices

2. Confirm the currency for your nation and click Save settings.

3. Connect a payment processor at Settings > Payment processors > New processor.

processor_new.png

Once you have completed these steps, you are ready to create invoices. 


How to create an invoice

There are three ways to create an invoice in your nation.

1. Create an invoice from a profile.

2. Create an invoice from the Finances section.

3. Connect a payment to an invoice page for processing. For example, you can create a ticketed event page linked to an invoice page. When a person selects tickets from the event page, an invoice is created. The customer is then directed to the invoicing page where she can close the invoice.


Create an invoice from a profile

Create a new invoice by going to the customer’s profile > Finances > [Amount] revenue > New invoice. The amount listed is the total revenue previously collected from the customer. 

New invoice path

1. Enter a name for the invoice. The invoice will be numbered automatically. 

Invoice profile name

2. Enter the customer’s company. This will appear on the receipt.

Invoices payers company

3. Enter the start and end date for the invoice.

Invoices profile services dates

4. From the drop-down menu, select the number of days the customer has to pay before the invoice is marked as overdue. 

Invoice profile days to pay

5. From the second drop-down menu select the website invoices page your customer can use to process the invoice. This is a required field if you want your customers to pay through the website.

6. Award a discount to your customer by entering a dollar amount or a percentage discount. 

Invoice profile discount

7. Mark if the invoice was referred by another profile. Click on the drop-down menu. A blank search box will appear. Enter the name, email, or Twitter handle of the profile you wish to add.

Invoice profile people options

You may select a point person for the invoice, but note that this feature is not yet enabled in your Transaction dashboard.

8. Click Create invoice


Create an invoice from the Finances section

Go to Finances > +Transaction > Type of Transaction. Select “New invoice” from the drop-down menu. 

Finances new invoice

Additional settings will appear. Click on the drop-down menu labeled “Payer’s name.” A blank search box will appear. Enter the name, email, or Twitter handle of the profile you wish to add as the customer.

Follow the steps outlined in the profile section above and click Create invoice.


Edit your invoice

Once an invoice is created, you can add items, print the invoice, enter a payment, or send the invoice to your customer. 

You will be taken to these settings after creating your invoice. You can access this area at any time by going to the person’s profile > Finances > Invoices and click on either the reference number or name of the invoice.

invoice_refund_finances.png

This will open [Invoice name] > Dashboard where you can view any activity related to the invoice.

1. At [Invoice name] > Items create the list of items for your invoice. Enter a quantity, name, and price for each item. Click “Add item.” The prices of your items will be automatically added together to create the total for the invoice as shown on the receipt. 

Invoice profile item

Drag and drop the items to adjust the order they appear on your invoice. 

Invoice items drag

If an unfinalized invoice has been sent or has partial payments, you cannot edit or delete the individual invoice items. You will only be able to add additional items. In the case you have to adjust the amount on an invoice, you can add a new item and add a negative amount in the Amount field.

2. To print or review the invoice go to [Invoice name] > Printable PDF.

invoice_pdf_new.png

3. Under [Invoice name] > Payment you can log or process a customer’s payment. Start by entering the contact information for the customer.

The amount will generate based on the information entered when the invoice was created. Select the payment type (cash, credit card, check, money order, EFT, in-kind, wire transfer, Square, ActBlue, customer credit, prepaid, or other) from the provided drop-down menu.

processor_new_dropdown.png

If this is a credit card charge, select the correct payment processor from the drop-down menu. Enter the full credit card number. Note that by inputting credit card information in this area, your customer will be charged when you click "Pay invoice." 

invoice_credit_card_info.png

To check what credit cards your payment processor accepts, visit Settings > Payment processors > All processors and then click on the Edit icon icon next to the processor you wish to edit.

Any transactions that are not cash, credit card, customer credit, or prepaid will provide a text box for the “Check/Wire/MO” number associated with the payment.

Check number box

Finish by entering a time and note for the invoice.

Invoice time and note

Click Pay invoice to log the payment. 

4. Send the invoice to a customer at [Invoice] > Send. When you send an invoice it includes a link to your website where your customer can process the payment through an invoice page.

Enter your customer’s email. Use the drop-down menu to select the invoice page your customer should use to pay. You must create a website page with the “Invoices” page type to select an option here.

Send_invoice.png

Click Send invoice button.

If you want to resend the invoice go to [Invoice name] > Resend. You will see the date of when you last sent an invoice. Confirm the email address and click “Resend invoice.” 

5. After your invoice has been processed, the amount paid should appear in a person’s profile at Finances > [Amount] revenue.

Finances revenue

When you decide to log or charge a credit card for an invoice payment through the control panel, another person, who is not the customer, may want to pay for the invoice. Once you enter the person's payment information and pay for the invoice, the invoice will still be logged in the customer's profile, and will also appear in the profile of the person who paid. If the person responsible for the payment does not have an existing profile, a new profile will automatically be created. That person will also receive the revenue.

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Delete an invoice

To delete an invoice, go to your customer’s profile to Finances > [Amount] revenue > Invoices. You will see a list of invoices attributed to your customer. Find the invoice you want to remove and click on the icon_trash.png icon to the right of your invoice details. You cannot delete invoices with existing payments, that have been closed, or have been finalized.

invoices_delete_invoice.png


Create an invoices page

An invoice page type is a payment portal for a customer to pay her invoice. Unlike donation pages, you cannot add exact amounts to your invoice page. Instead, information will be pulled in from your customer’s profile to generate the amount owed.

For example, you can create ticket prices on an event page. When a customer selects a ticket price, that amount is passed on to the invoicing page where she is able to view what is owed and enter payment information.

1. Create a new page by going to your website and selecting “+ New page.” Enter the name of the page and select the Invoices page type. 

Invoices page type

You will be directed to Invoice settings > Basics.

Invoice settings basics

2. Select the payment processor you want to use from the “Payment processor” drop-down menu. 

invoice_processor_option.png

Learn how to edit your payment processor settings.

3. You can enter a page slug in the “After paying, what page should they land on next?” field. This is the page your customer will land on after she has paid her invoice.

After paying what page

4. Like other website pages, you can add your customer to a path or add tags to any person who uses this page to process her invoice. These tools will allow you to track your customers in the future.

Path

When the customer visits your invoice page, she can view open invoices, process a credit card payment, and view previously closed invoices. 

When you send an invoice to a customer at [Invoice name] > Send, the invoice will include a link to your website’s invoice page where she will be directed to pay her open invoices. 

Sent invoice


Refund an invoice

When you refund a credit card charge, the refunded amount will automatically go back to the customer credit card.

1. To refund a credit card charge, go to the customer’s profile > Finances > [Amount] revenue > Invoices and click on either the reference number or name of the invoice.

invoice_refund_finances.png

2. You will land on the invoice dashboard. From here, click on the refund icon_refund_invoice.png icon next to the payment amount.

invoice_edit_refund.png

3. Automatically, the “Amount to refund” field will populate with the payment amount you selected to refund. If you want to make a partial refund, you will have to wait for the credit card payment to settle before you can change the amount you want to refund. Partial refunds can only be made if transactions go through PayPal, Authorize.net, or Stripe.

invoice_amount_to_refund.png

4. Click on the button_refund_invoice.png button. Once the refund goes through, the icon_refund_invoice.png icon gets removed from the invoice payment once the payment can no longer be refunded.

Note: Another way to get to the refund section is to click on the Edit_icon.png icon next to the payment amount from the invoice dashboard. Then, click on the "Refund" tab and follow the same steps as above.

invoice_edit_settings.png


Finalize invoices from the Finances section

If you're using NationBuilder to keep track of your organization’s finances you want to keep your accounts as consistent as possible. By finalizing invoices, you prevent your historical financial data from changing, and can only make changes within a time period that you have not yet booked.

You can finalize an existing invoice on a profile or finalize multiple invoices at once from the Finances section. “Finalized” is an invoice status that you can search within this section. You can search for invoices that are both finalized and not finalized.

1. Go to Finances > Transactions and click on the icon_filter_gray.png icon.

2. Click on add_criteria.png and type “finalized” in the text field and hit enter (can also be located under Financial transactions > Invoices > Finalized).

invoice_filter_finalized.png

3. Once you select to see invoices that are finalized or not finalized, click the button_filter.png button. This is the quickest method for you to verify all of the invoices that should be finalized.

When you filter for invoices that are not finalized and see an invoice that needs to be finalized, click on the Edit_icon.png icon next to the date of the invoice.

invoice_finances_edit.png

You will be taken to the invoice page within the customer’s profile and you can follow the steps on finalizing an invoice on a profile.

When you notice that all the invoices from your “invoice is not finalized” filter need to be finalized, then click on the "Actions" drop-down menu and select "Finalize invoices."

invoice_finances_action.png

Once you make the selection, a pop-up box will appear to verify that you want to finalize. Remember, once you finalize, you cannot edit the total amount, apply a discount, or delete the invoices. All the invoices within that section, excluding those in draft mode, will be finalized. 


Finalize an invoice on a profile

To finalize an existing invoice, go to the customer’s profile to Finances > [Amount] revenue > Invoices and click the Edit_icon.png icon next to the invoice you want to edit.

You will automatically land in the Settings section of the invoice. At the top, you can see if the invoice was finalized or not.

invoice_settings_status.png

If you want to finalize the invoice, click on the button_finalize.png button in the bottom right-hand corner. If the invoice is in draft mode, then you will NOT be able to finalize the invoice. This is to ensure that no one else from your team is working on that particular invoice before finalization.

After clicking the button, a pop-up box will appear to verify that you want to finalize. Remember, once you finalize, you cannot edit the total amount, apply a discount, or delete the invoice. When you choose to finalize, the invoice page will refresh with the updated status.

invoice_settings_yes_finalized.png


View invoice history

Invoice payment history
To view the payments history of a specific invoice, go to the customer’s profile > [Amount] revenue > Invoices > [Select specific invoice] > Dashboard. On the invoice dashboard, all individual payments will be listed with the most recent transaction at the top.

invoice_payments_history.png

Note: The payment history will also be listed in the Printable PDF of an invoice. Go to your customer’s profile > [Amount] revenue > Invoices > [Select specific invoice] > Printable PDF. Your individual payments will be broken down by payment date, method, and amount.

invoice_pdf_payment_history.png

 

Customer’s invoice history

To view a customer’s invoice history go to the customer’s profile > [Amount] revenue > Invoices. This will list all previous invoices and their affiliated status. To edit an invoice, click on the Edit_icon.png icon next to the name of the invoice. If the invoice has been closed or finalized you can send a receipt by clicking on the reference number or name of the invoice. Go to “Send receipt” and click on the button_send_receipt.png button.

 

Overall invoice history

View the overall invoice history in your nation under Finances > Transactions. Click the icon_filter_gray.png icon and select add_criteria.png. Because this section lists all types of transactions, select or type “Transaction type” in the text field and hit enter.

invoice_filter_transaction_type.png

Select “is” and “invoice” from the drop-down menus.

invoice_transaction_type.png 

Click the button_filter.png button. Every invoice transaction will be listed with:

  • Date
  • Customer’s name
  • Invoice number and name
  • Individual who created the invoice
  • Status 
  • Amount
  • Running total

 


Invoice status

An invoice can have the following statuses: 

Status  Definition 
Draft The invoice has not been sent to the customer 
Sent The invoice has been sent to the customer
Closed The invoice has been paid
Overdue  The invoice is overdue for payment

Statuses appear on individual invoices and when viewing the overall invoice history. You can also search for invoices with one of these statuses.

  1. Go to Finances > Transactions and click on the icon_filter_gray.png icon.
  2. Click on add_criteria.png and type “status” in the text field and hit enter (can also be located under Financial transactions > Invoices > Status).
  3. Select one of the statuses from the drop-down menu.

Within the drop-down menu, you’ll see another option to search for “Outstanding” invoices, which are invoices that have not been paid. Unlike overdue invoices, outstanding invoices include both sent and overdue invoices. 


How to connect a payment processor

Setting up an event 

How to create an expenditure


Issues and suggestions on our radar

There are some issues related to invoicing that have come to our attention. We are monitoring their importance to the community on the product issues and suggestions page. You can follow each of the below issues to keep updated on their status.

Easier way to input credit card number through control panel when processing invoice payment

Allow credit to be applied to partially paid invoices

Invoice refunds made through the payment processor should appear in the control panel

Invoices should be in my local currency and marked as such

Add financial tracking codes to invoices

Create a robust invoicing system that supports corporate fundraising

Customize the printable PDFs for invoices

Send an invoice to more than one email address

Invoice service date for event ticket is for following day depending on time of event

Group invoicing

Resend an invoice with partial payment information

If you’re unclear on how this feature works, please ask a question. If you would like to see changes to this feature, please submit a suggestion.

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