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Create a Single Invoice

Updated

What this does: Creates a one-off invoice for a contact from the Billing tab on their contact record.

Applies to: GrowthZone staff with access to Finance. Use it only when GrowthZone doesn't create the invoice for you. Adding a membership or registering for an event normally creates the invoice automatically.

Before you start: Set up the fee item you will bill (see Set Up Fee Items). To bill membership dues, the contact must already have the membership.

Time needed: About 5 minutes.

Create the invoice

Open the contact, add the invoice and fill in its header.

  1. Open the contact record and click the Billing tab.
  2. Click the arrow beside Enter Check/Payment, then click Add Invoice.
    Contact record with the Billing tab open, the arrow beside Enter Check/Payment expanded and Add Invoice boxedAdd Invoice window as it first opens, showing Invoice Number, Invoice Date, Term, Due Date, Delivery and the first line item row
  3. Check the header fields. Most fill in for you:
    • Invoice Number: Auto Assigned. We recommend keeping it. A number you type must be unique, or you get an error.
    • Invoice Date and Purchase Date: today, unless you change them.
    • Term: the default term from General Billing Settings. Click Add (+) to create a term.
    • Due Date: calculated from the term. You can change it.
    • PO #: optional purchase order number. You can add it later.
    • Contact: who receives it. If you leave it blank, the billing contact is used.
    • Address and Email: needed to print or email the invoice. Click Select an Address or Select an Email, then Add (+) to add a new one.
    • Message: optional text printed below the address.
    • Internal Memo: optional, for staff only.
  4. Under Delivery, select Mark to Print, Mark to Email or both. This puts the invoice on the Unsent Invoices page.

Add line items

Each line item is one fee item on the invoice.

  1. Select a Fee Item. For a membership dues fee item, also select the Membership Type.
  2. Check Description and Price. Both come from the fee item, and you can change them.
  3. Enter the Quantity. Tax fills in if the fee item is taxable.
  4. (Optional) To combine several fee items into the first line, select Hide on each later line.
  5. (Optional) To add a discount, click Disc, select a discount (or click Add (+) to create one) and click Done.
    Add Invoice line item with the Disc link clicked and the Discount list open, with the Done button visible

Checkpoint: Each line shows the right fee item, price and quantity, and the total looks right.

  1. (Optional) To use a different payment gateway or invoice template from your defaults, select Advanced Options and choose them.
  2. Click Done. The invoice is created.

Common pitfalls

  • Duplicate invoice number: a number you type must not already exist. Keep Auto Assigned unless you have a reason not to.
  • No membership types to pick: add the membership on the contact's Overview tab first.
  • Invoice not in Unsent Invoices: select Mark to Print or Mark to Email, or it won't be queued to send.

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