The Goal: Generate invoices for upcoming recurring billing in GrowthZone, applying the correct filters to manage autopay members and those without stored payment profiles.
Before You Begin:
- Run Upcoming Billing must be enabled by GrowthZone. If not enabled, you will see a message instructing you to complete billing setup and contact GrowthZone Customer Service.
- If you are changing pricing before running billing, see Manage Membership Recalculated Pricing first.
- If Automated Scheduled Billing is enabled, it is NOT necessary to manually run upcoming billing. See Setup System to Automatically Generate Invoices for Scheduled Billing.
Microlearning Overview
Step-by-Step Instructions
- Go to Finance, Billing section, click Upcoming Billing. A list of all members with recurring billing is displayed.
- Select the month for which you wish to run the upcoming billing from the Show Only list. Once a month is selected, Run Upcoming Billing becomes available.
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(Optional) Click Customize Results to add filters and limit which invoices will be generated.
IMPORTANT: Use Frequency, Fee Item Type, and Payment Profile filters with care. Certain combinations — for example, Fee Item Type of Membership Dues combined with Has Payment Profile Assigned — may result in voluntary fees being orphaned and not generated on invoices as expected.
If you want to run billing in advance without charging autopay members on the same day, enable Invoice Before Autopay in General Billing Settings under Finance, Billing section, Settings. With this enabled, you do not need to separate autopay members from non-autopay members — invoices are generated as expected, and autopay members are charged on the due date. - Click the Arrow button and select Run Upcoming Billing. NOTE: Only invoices currently displayed (based on your filters) will be included in the run.
- Review the summary of Invoices to Create. If Invoice Before Autopayment is NOT enabled, you will be notified that members with stored payment profiles will be charged immediately. Check Members will be charged immediately when you click "Run" to confirm. If you do not want to charge cards in this run, go back to step 3 and filter out members with a payment profile.
- (Optional) Click Advanced Options to set Invoice Overrides for: Invoice Date, Due Date, Invoice Template, Message, or Scheduled Payment Date.
- Click Run. Invoices are generated immediately. Those with associated payment profiles will be charged automatically if Invoice Before Autopay is not enabled.
- Deliver the generated invoices from Pending Delivery. See Deliver Invoices for instructions.
Invoice Template Priority Order
- Membership type invoice template
- Good/service invoice template
- Finance settings default invoice template
Invoice Processing for Contacts with Stored Payment Profiles
Best practice is to enable the Invoice Before Autopayment setting in your billing general settings. With this enabled, invoices for members with a stored payment profile are created at billing time and automatically charged on the next billing date.
If this setting is NOT enabled, the day invoices are generated is the day the card will be charged. An automated message is sent to the member upon successful payment, and a charge-failed notification is sent if the charge fails. GrowthZone will retry the charge every 24 hours for five days.
Common Pitfalls
- Running billing without selecting a month: The Run Upcoming Billing option is not clickable until a month is selected from the Show Only list.
- Orphaned voluntary fees: Using Frequency + Has Payment Profile Assigned filters together can exclude voluntary fees from being generated. Read the IMPORTANT note in step 3 before applying these filters.
- Charging cards immediately by accident: If Invoice Before Autopay is not enabled and you run billing, cards are charged the same day. Enable it first if you need advance notice for members.