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.
Table of Contents
- Before you start
- How to create an invoice
- Create an invoice on a profile
- Create an invoice from the Finances section
- Edit your invoice
- Finalize invoices from the Finances section
- Finalize an invoice on a profile
- View invoice history: payment, customer, overall
- Invoice status
- Related HOWTOs
- Issues and suggestions on our radar
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. Navigate to Settings > Defaults > Basics.
2. Check the box next to "Enable invoices."
3. Confirm the currency for your nation and click Save settings .
4. Connect a payment processor at Settings > Payment processors > New processor.
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.
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 they 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.
1. Enter a name for the invoice. The invoice will be numbered automatically.
2. Enter the customer’s company. This will appear on the receipt.
3. Enter the start and end date for the invoice.
4. From the dropdown menu, select the number of days the customer has to pay before the invoice is marked as overdue.
5. From the second dropdown 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.
7. Mark if the invoice was referred by another profile. Click on the dropdown menu. A blank search box will appear. Enter the name, email, or Twitter handle of the profile you wish to add.
8. You may select a point person for the invoice.
9. Click Create Invoice .
Create an invoice from the Finances section
Go to Finances > +Transaction > Type of Transaction. Select New invoice from the dropdown menu.
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.
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.
Drag and drop the items to adjust the order they appear on your invoice.
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.
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 dropdown menu.
If this is a credit card charge, select the correct payment processor from the dropdown 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."
To check what credit cards your payment processor accepts, visit Settings > Payment processors > All processors and then click on the 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.
Finish by entering a time and note for the invoice.
Click Save 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 dropdown 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.
Click Send invoice .
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.
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.
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 Trash Can button to the right of your invoice details. You cannot delete invoices with existing payments, that have been closed, or have been finalized.
Create an invoices page
An invoice page type is a payment portal for a customer to pay their 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 they are able to view what is owed and enter payment information.
First, 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.
1. You will be directed to Invoice settings > Basics.
2. Select the payment processor you want to use from the “Payment processor” dropdown menu.
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 they have paid their invoice.
4. You can assign a point person to the invoice.
6. Click Save settings .
When the customer visits your invoice page, they 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 they will be directed to pay their open invoices.
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.
2. You will land on the invoice dashboard. From here, click on the refund X icon next to the payment amount.
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.
4. Click on the Refund invoice payment button. Once the refund goes through, the 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 pencil icon next to the payment amount from the invoice dashboard. Then, click on the Refund tab and follow the same steps as above.
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 Filter icon.
2. Click on Add criteria and type “finalized” in the text field and hit enter (can also be located under Financial transactions > Invoices > Finalized).
3. Once you select to see invoices that are finalized or not finalized, click the Filter 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 pencil icon next to the date of the invoice.
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 dropdown menu and select Finalize invoices.
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 pencil 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.
If you want to finalize the invoice, click on the Finalize 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.
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.
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.
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 pencil 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.
Overall invoice history
View the overall invoice history in your nation under Finances > Transactions. Click the Filter icon and select Add criteria . Because this section lists all types of transactions, select or type “Transaction type” in the text field and hit enter.
Select “is” and “invoice” from the dropdown menus.
Click the Filter button. Every invoice transaction will be listed with:
- Customer’s name
- Invoice number and name
- Individual who created the invoice
- Running total
An invoice can have the following statuses:
|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.
- Go to Finances > Transactions and click on the Filter icon.
- Click on Add Criteria and type “status” in the text field and hit enter (can also be located under Financial transactions > Invoices > Status).
- Select one of the statuses from the dropdown menu.
Within the dropdown 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.
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.