Generate Invoices for Upcoming (Recurring) Billing

Run Upcoming Billing

1. Go to the Finance, Billing section, and click Upcoming Billing.
2. Filter to the desired month by clicking the filter icon, or click the advanced filter icon to apply custom filters. You may wish to use the advanced filter options to separate contacts with stored payment profiles from those without. For example, you may wish to filter invoices to only those on auto-pay.

3. Click Done when you have your desired filters in place. Review the list of invoices and adjust filters if needed.

   ⚠ IMPORTANT — Read before proceeding:

   • Be careful when using the Frequency, Fee Item Type, and Payment Profiles filter options. Certain combinations — for example, specifying a Fee Item Type of Membership Dues in conjunction with the Has Payment Profile Assigned option — may result in "orphaned" fee items (such as Voluntary Fees) that are not generated on invoices as expected.
   • If you want to run billing in advance and not charge members with autopay on the day invoices are run, enable Invoice Before Autopay in your General Billing Settings. With this setting enabled, you do not need to separate members with payment profiles from those without payment profiles; invoices will be generated as expected, and members with autopay will be charged automatically on the day the invoice is due.
4. When the upcoming billing list matches your preferences, click the drop-down arrow next to Add Billing and select Run Upcoming Billing. NOTE: The Actions button will not be displayed until you have selected a month from the Show Only list.
5. Review the summary in the Invoice to Create section on the Run Upcoming Billing screen. This summary is generated based on the filtered list of invoices.
6. (Optional) Click Advanced Options. NOTE: Advanced options will NOT be displayed if Automated Scheduled Billing is enabled under your General Billing Settings.
   • Invoice Date: By default, this is set to the Next Bill date. You may change it here.
   • Invoice Template: The system will use the invoice template defined under your General Billing Settings or the template configured as an override.
   • Invoice Due Date: By default, driven by the default term set under your General Billing Settings.
   • Invoice Term: By default, the term is configured under your General Billing Settings.
   • Message: Add a custom message to the invoices.
   • Scheduled Payment Date: Applicable to invoices to be paid by auto-pay. By default, the invoice will be auto-paid on the next bill date, but this can be overridden here. NOTE: This option only displays if Invoice Before Autopayment is enabled under General Billing Settings.
7. Click Run. This will immediately generate invoices, and for those with an associated payment profile, the profile will be charged (unless you have enabled Invoice Before Autopay OR changed the Scheduled Date under Advanced Options).

Track Progress of Upcoming Billing Invoice Creation

Check the status of an upcoming billing run to see when all invoices have been created and are ready for delivery.

1. Go to the Finance, Billing section, and click Upcoming Billing.
2. Click the drop-down arrow next to Run Upcoming Billing and select Billing Runs.
3. The list displays:
   • Batch ID: For internal use.
   • Start Date: The date the batch was run.
   • Processor Type: Indicates how the batch was run — User Initiated (manual) or Automated (if Use Automated Scheduled Billing is enabled in General Billing Settings).
   • Invoice to Create: Number of invoices to be created in this batch.
   • Scheduled Billing to Run: Total of all fee items included on invoices.
   • % Complete: Percentage of scheduled billings started that have been completed.
   • Scheduled Billing Invoices: Number of invoices created for the scheduled billings.
   • Scheduled Billings Started: Number of scheduled billing items that have been started.