This overview covers the invoices you send to your members. Looking for invoices for your own FITsociety subscription? You can find them under Settings → Membership and Add-ons.
1. Using the overview
When you open the 'Invoices' page, the top shows a chart of your Total revenue. Below is the list of all invoices.
Searching and filtering
Search bar: Enter a member's name or specific invoice number (e.g. "FAC-1234") to find an invoice quickly.
Filter (sliders icon): Click to filter invoices by a specific Status (e.g. show only 'Outstanding'), a specific Member, or a Date (e.g. all invoices from last month).
Customize columns (lines icon): Choose which information appears in the table by selecting or deselecting columns (such as Invoice number, Status, Date or Total).
Creating a new invoice
Want to charge something manually? In the top right, click the black button 'New invoice'. Here you can select a member, add products or services and immediately initiate a payment request or direct debit.
2. Invoice statuses (what do they mean?)
Each invoice has a status tag (a colored label). This is what they mean:
Draft (gray): The invoice has been created in the system but has not been sent to the member yet. The member does not know about it.
Outstanding (orange): The invoice has been sent (or direct debit initiated), but the money has not arrived yet. Please note: for SEPA direct debit, the status remains 'Outstanding' until the money actually reaches your account (this takes 3 to 5 business days).
Paid (green): The amount was collected successfully or the member paid themselves. The money is on its way to you or has arrived.
Failed / Expired (red): Payment was unsuccessful (e.g. because of insufficient funds) or the payment link expired.
Canceled (gray): You manually withdrew the invoice before it was paid.
3. Actions per invoice (the three dots)
At the far right of the table, next to each invoice, you see three dots (...). Clicking this opens the action menu. The options shown depend on the status of the invoice.
Common actions:
Mark as paid: Did the member pay you in cash or transfer the amount to your bank account outside the app? Use this button. The invoice is then manually set to 'Paid'.
View: Open the invoice to see all details.
Download PDF: Download the original invoice as a PDF for your own records or to email to the member.
Send reminder: (Only for outstanding invoices). Send the member an email reminder immediately about the outstanding amount.
Create credit note: (Only for paid invoices). Did the member pay incorrectly or cancel? Create a credit note using this option (see article 3).
Please note: You can never simply delete an invoice from the system (the tax authorities do not allow this). Need to reverse an invoice? Use 'Canceled' if it is unpaid, or create a 'Credit note' if it has been paid.