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Create a Single Invoice

Updated
The Goal: Manually create a one-off invoice for a contact from the contact record’s Billing tab.

Before You Begin:

  • NOTE: It should be very rare that you would need to manually create an invoice within GrowthZone. An action taken (adding a membership or registering an attendee) should automatically trigger an invoice. Create a manual invoice only when the system will not do so.
  • Fee items must be configured before creating an invoice. Go to Finance, Administrative section, click Billing Settings and select Fee Items. The page opens as Saleable Items.
  • If you are linking the invoice to a membership type, make sure the membership type exists and is assigned to the contact.

Step-by-Step Instructions

  1. Open the desired contact record and click the Billing tab.
  2. Click the down arrow adjacent to Enter Check/Payment, then click Add Invoice.
    Contact record with the Billing tab open, the down arrow beside Enter Check/Payment expanded and Add Invoice boxed
    The Add Invoice window as it first opens, showing the header fields (Invoice Number, Invoice Date, Term, Due Date, Delivery) and the first line item row
  3. Configure the invoice fields as needed:
    • Invoice Number: Defaults to Auto Assigned. Click Auto Assigned to enter a custom number. Best practice is to allow auto-assignment; manual numbers will trigger an error if duplicated.
    • Invoice Date: Defaults to today. Change it by entering a date or clicking the calendar icon.
    • Term: Defaults to the terms defined on the General Billing Settings page under Finance, Administrative section, Billing Settings. Select from the drop-down or click the + icon to add a new term.
    • Due Date: Auto-populated based on the term. Override it by entering a date or using the calendar icon.
    • PO #: Optional. Enter a purchase order number if one was provided. This can also be added later by editing the invoice.
    • Purchase Date: Defaults to today. Adjust as needed.
    • Customer: Auto-populated.
    • Contact: Select from the drop-down. If none is selected, the billing contact is used.
    • Address: Optional. Required if you are mailing a printed invoice. Click Select an Address, then the + icon to add a new address.
    • Email: Optional. Required when emailing the invoice. Click Select an Email, then the + icon to add a new email address.
    • Message: Optional. Appears on the invoice below the address.
    • Internal Memo: Optional. Visible in the back office only.
    • Delivery: Select Mark to Print and/or Mark to Email to add the invoice to the Unsent Invoices page in the Billing section.
  4. Add line items:
    • Fee Item: Select from the drop-down. If you select a membership dues fee item, you must also select the associated Membership Type. If no memberships appear, go to the Overview tab and add a membership first.
    • Description: Auto-populated from the fee item; override as needed.
    • Price: Auto-populated from the fee item; override as needed.
    • Quantity: Enter the quantity.
    • Hide: If you are adding multiple fee items and you want to roll them into the first line item, check Hide on each subsequent item.
    • Tax: Auto-populated if the item is configured as taxable.
    • Disc: Optional. Click the Disc hyperlink to add a discount. Select from the Discount drop-down or click + to add a new one. Click Done when finished.
      Add Invoice line item row with the Disc hyperlink clicked and the Discount drop-down open, the Done button visible
  5. Advanced Options: By default, the system uses the default payment gateway and invoice template from your General Billing Settings. To override these defaults, check Advanced Options and select the gateway and template you want.
  6. Click Done. The invoice is created.

Common Pitfalls

  • Duplicate invoice number error: The system will error if you enter a manual invoice number that already exists. Allow auto-assignment unless there is a specific business reason to set a custom number.
  • Membership type not visible: If no membership types appear in the drop-down when you select a membership dues fee item, go to the contact’s Overview tab and add the membership before creating the invoice.
  • Invoice not appearing in Unsent Invoices: Make sure Mark to Print and/or Mark to Email is selected on the invoice or the line item; otherwise the invoice will not be queued for delivery.

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