After adding your members, the next step in collecting payments for your club is creating an invoice.
To get started, click the (plus) button in the bottom right-hand corner of the window and choose
When using the Create Invoice wizard, you'll:
- specify the name and the items you want to collect money for
- choose which members should receive the invoice
- customise the invoice for any members who may need different amounts
Invoice name- give your invoice a name. This should be something memorable and identifiable that will stand out when you see it listed alongside other invoice sets in the
A good name is something like January Subscriptions 2021 or Under-18s Summer Tour 2021. A poor name would be Monthly Subscriptions because you'd have multiple sets of invoices on your Invoices index page, and you wouldn't know at-a-glance which set of invoices was for which month. The clearer your name is, the easier it will be to stay on top of things.
Due datecan be any date from today by which you'd like the money to be paid. Amounts outstanding the day after this date will be shown as overdue. Your club will have its own rules about how long members are given to pay, but we commonly see 7 days being used by our existing customers.
Commentsis an optional area for any text you want to apply to this invoice only. This can be anything that the members might find useful, such as a contact for this particular invoice, or an additional bit of information such as what time the tour bus leaves.
Payment information, you set out the items that you're charging for. Payzip copies the invoice name as the first item, but you can edit this. You can be as specific here as you wish. You might want to break out the cost into several items (e.g. kit, travel, accommodation) or just have a single entry (e.g. Summer Tour 2021). It's completely up to you.
Payzip will automatically total the amounts you enter. You can remove any rows you don't need by clicking the trashcan icon. You can't remove the first row if it is the only row, as every invoice needs at least one item to collect money for.
Footeris for information that you want to show on this invoice, and also be the default footer for any subsequent invoices. This can be for things like organisational information, contact numbers and addresses, a slogan, whatever works best for your organisation. It's also completely optional, so feel free to leave it blank. If there's already a footer there when you create an invoice, you can delete it - but be aware it will then be blank on all future invoices until you type or paste something in there.
Press "Continue" to move to Step 2.
On this form, we choose who should receive the invoice. By default, you'll see every member of the club shown here. You can narrow-down who is shown by clicking the
All groupsname dropdown and choosing the groups you want to see. You can also type a member name (or part of one) in
Searchto search for that member.
When you see members you want to add, click the checkbox next to their name. If you want to select everyone on-screen, click the top checkbox, next to
Name. Repeat this process until you've selected everyone who should receive this invoice.
In the bottom left, we can see how many people are selected for this invoice. You might be building this invoice up by groups, so if you want to see the full list of invoice recipients so far, toggle the
Showbutton on. To go back to seeing everyone, toggle it off again.
When you're confident you've got everyone you need, press
This is the final stage of building an invoice. Here we can check who is going to receive it, and what each member's invoice will contain. This is a useful cross-check and also allows us to change some amounts. This can be useful if, for example, someone gets a discount from the club. Maybe they wash the kit or drive the minibus. Whatever it is, if you need to change an invoice for an individual, just click on their name here and you'll see the invoice they're going to get, shown on the right-hand side. You can also search for a person, which is useful when you have a long list of recipients.
Make any changes and press
Save changesto save them. If you make some changes and realise you've made a mistake (e.g. editing the wrong person's invoice), you can lose the recent changes to the invoice and revert to the last saved state by pressing
Discard. If this person shouldn't receive an invoice at all, you can remove them by clicking
Delete- this will only remove their invoice, leaving the other members' invoices intact.
The number of recipients and the total amount of the whole set of invoices is shown in the bottom of the left-hand side. This is updated when you make any changes. This allows you to make sure everything looks right before sending the invoices out.
When you click
Send now, your invoices will be sent immediately.