After an invoice is created, you can manage the invoice from the admin console. If a program is pay-based, an invoice is created for each registration. This article provides helpful information on how to manage your invoices!
You will need to view an in order to take any action on it. An invoice can be located in several ways.
View all invoices
Go to Manage > Invoices.
You can narrow your list by using the filters.
View invoices for a program
From a program's Dashboard, click Invoices on the nav bar.
Click the invoice number or the pencil icon to view the invoice and its available actions.
You can also view each program participant's invoice from the People > Players page.
View a member's invoice, or all invoices for a family account
Invoices for Live and Upcoming programs are listed on a member's details page. Click the Payment Status to view the invoice.
On the Family Account details page, all invoices for Live and Upcoming programs are listed for each family member. Click the $ amount under Payment to view the invoice.
Every invoice will have indicators that tell you what you need to know.
Each invoice will have a unique eight-number identifier. Users will see the same number on their dashboard. This identifier helps you locate quickly locate an invoice.
- Paid: the invoice has been fully paid and there is a $0.00 remaining balance
- Unpaid: no payments have been made towards the invoice
- Partial: a payment(s) have been made for the invoice, but there is still a remaining balance
- Refund: a full refund has been issued for this invoice
- Void: if there were any payments made towards this invoice, a refund has been issued, no further action can be taken on this invoice, and the invoice will not be counted for reporting purposes
The remaining $ amount due for the invoice.
The total amount of $ invoiced. This is the sum of the payments made and remaining balance.
The program, product, or other context under which the invoice was created or relates to.
A list of billing items. This will include the initial amount billed, and any adjustments that have been to the invoice moving forward.
Payments made towards the invoice. This will include successful and failed attempts.
Once an invoice has been created, it can be modified in several ways. This allows for flexibility with each site member based on their specific needs. Modifying a single invoice will only impact that invoice.
Change Amount Billed
Change the total amount billed to the member on this invoice. Additions to the total cost are made by inputting a positive number. Deductions to the total cost are made by inputting a negative number. In the example below, the total amount will increase from $10 to $20 as the amount billed is changed by $10.
Use this button to issue a refund for an online transaction. You can issue a full refund or a partial refund! Issuing a refund will refund the selected amount to the card used for the transaction. Refunds typically take 3-5 business days to show in the customer's bank account.
Issue Site Credit
Instead of issuing a refund, you have the option to issue site credit. Issuing site credit will NOT modify the total amount on the invoice; instead, a note will be added to the invoice to show site credit related to this invoice has been issued.
Voiding an invoice will issue a refund for any online payment made towards the invoice. A void will also prohibit future action on the invoice and remove the invoice amount from reporting totals. A voided invoice will still appear on an exported report, but it will not be tallied towards the totals visible in the admin console.
Use this Pay Now to make a payment towards an invoice from the admin console.
Convert to Payment Plan
Unpaid invoices may be converted from a standard invoice to a payment plan. In order to convert a standard invoice to a payment plan invoice:
- The invoice must be fully unpaid. A partially paid invoice cannot be converted.
- There must be a payment plan created for the program, designated for the same registration type (i.e. Free Agent or Team Player)
Click Convert to Payment Plan, then select the payment plan you are converting the invoice. Click Yes, Convert it. The invoice will be converted and a note will be added to the invoice.
An admin can leave internal notes on an invoice. These notes will NOT show for the user.
Bulk Invoice Adjustment
From the Invoices page, use this tool to issue an increase for all invoices that meet the filter criteria. This tool can only be used for a bulk increase; a bulk reduction is not possible. No action will be taken on invoices in a Void or Refund state.
Payment reminders can be automated within a program's payment settings. In addition, payment reminders can be sent whenever desired by an admin.
Send a bulk payment reminder
- Go to Manage > Invoices, or go to the Invoices tab from a program dashboard
- Click Send Payment Reminders to All
- Include a message in the payment reminder (optional)
Send an individual payment reminder
- Along the same row as the invoice, click the message icon
- Include a message in the payment reminder (optional)
Alternatively, you can send an individual payment reminder from the invoice.
A payment reminder will include a link to the invoice payment page the invoice's remaining balance, and the custom message sent from the admin. Here's an example:
Will I be charged for any money I refund to a customer?
No! LeagueApps will refund you any transactions fees incurred on money you refund to a customer.
What happens to a program participant's invoice if I move them to another program?
The invoice will move with the program participant. If the new program is a higher price, an additional fee will be added to the invoice.
Will voided invoices be counted towards my Payment Activity?
Voided invoices will NOT be counted towards Payment Activity sections on the program dashboard and main dashboard. Voided invoices will be displayed in exported reports.