Creating Subscription Fees and Invoices

This help guide is to explain how to generate invoices for annual membership renewals and the difference between how to deal with members with email addresses and members without.

Video

Please see the tutorial video below:

Steps

To begin go to the Accounts -> Invoices page. There is an archive option for any existing invoices to begin with a clean page. 

Then check all fees are correct on the system before generating invoices

Go to Members list and use the filters to select membership type accordingly.

Select everybody on the list, then select generate transactions

Here you can edit Due Date, Subscription Season, Payment for And the Amount where necessary then select Add Transaction.

Transactions now show due for all the members selected under Accounts -> Transactions.

Within the Members List, create 2 groups using the filters to select all members with email addresses and create anther group for all members without email addresses. Always check the filters are set correctly to show all then Apply Filters . 

You can then save this filter for a smart group for future reference. 

For the members without email addresses.

Go to Accounts –> Generate invoices (Assuming invoice template is set up) 

Select group –> 'Members without email addresses'  then Generate Invoices. This then puts all invoices in one document within one PDF rather than having to print each invoice individually. These can then be archived

For members with email addresses - Select Generate invoices with the correct filter – this then creates a log of all invoices that can be sent via email. Within the email column, click Send Email, this then changes to Resend email , each email needs to be sent individually so will need to be clicked.

These can then be archived. Once transactions have been paid they can then be marked as paid .