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About the Activity Log
With the Activity Log, administrators can track every financial action related to an invoice or credit memo in a clear and detailed timeline. This saves time and effort by eliminating the need to manually recreate an invoice's history, making auditing and tracking easier. The Activity Log provides a complete view of an invoice or credit memo’s history, from creation to payment or refund, recording all member and admin actions.
On the Activity Log, you can:
- See who took what action and when on a given invoice or credit memo, such as which admin voided a member's invoice or when a member made a payment.
- Hold admins accountable, as every action (like recorded payments or issued refunds) is logged with the admin's name and timestamp.
- Easily understand the status and history of payments, discounts, credits, refunds, and settlements.
- Access credit memo references (refunds) displayed as clickable links for quick navigation.
Data availability
Please note, the Activity Log is a new feature and may not include historical data for pre-existing invoices and credit memos created before October 27, 2025. If you attempt to view the log of an old invoice where data is not available, the following message displays:
There is no data available for this invoice. The Activity Log is a new feature and only includes data for invoices created after October 27, 2025.
What information gets logged?
The log provides a detailed record of every event, listed from newest to oldest, and includes the following information:
- Invoice number: The identifier of the viewed invoice is displayed at the top of the log.
- Date and time: The exact date and time of each action appears in the left-hand column.
- User name: Each entry shows the full name of the admin or member who performed the action (such as Sam Walker).
Note: References to credit memos and invoices (e.g., "from Credit Memo [#]") include clickable links for quick navigation. However, ad-hoc credit memos created from within a member’s profile or by editing form submissions don't have reference links since they are not associated with a specific invoice.
The table below details which events are tracked, when they occur, the type of log they appear on (invoice or credit memo), and their appearance on the log.
Invoice events |
When it occurs |
How it appears on the log |
| Invoice created | When a new invoice is generated. | Activity Log on invoice: “Invoice for [Amount] was created by [User Name].” |
| Invoice paid (full and partial) | When the invoice is either fully or partially paid. |
Activity Log on invoice: “Payment of [Amount] made by [User Name].” Note: When a member makes a payment on an invoice without logging in, the log won't include their [User Name]. |
| Invoice voided | When the entire invoice is voided. | Activity Log on invoice: “Invoice voided by [User Name].” |
| Invoice refunded (full and partial) | When a refund process begins and the credit memo is created. | Activity Log on invoice: “Refund of [Amount] created by [User Name] (from Credit Memo [#]).” |
| Discount added | When a discount is applied to the invoice. | Activity Log on invoice: “Discount of [Amount] applied by [User Name}.” |
| Credit applied | When a credit is applied to invoice balance. | Activity Log on invoice: “Credit of [Amount] applied by [User Name].” |
| Credit memo created | When a refund (credit memo) is created but has yet to be settled. |
Activity Log on invoice: “Refund of [Amount] created by [User Name] (from credit memo [#])" Activity Log on credit memo: “Refund of [Amount] created by [User Name] (from Invoice [#])." Note: Ad-hoc credit memos created from within a member’s profile and by editing form submissions do not contain reference links. |
| Credit memo settled | When the refund (credit memo) has been fully processed/settled. | Activity Log on credit memo: “Refund of [Amount] settled by [User Name] (from invoice [#]).” |
| Credit memo voided | When an initiated (unsettled) credit memo is cancelled (voided). | Activity Log on credit memo: “Credit memo voided by [User Name].” |
Accessing the Activity Log
To access the Activity Log of a specific invoice or credit memo, follow these steps:
- Find the invoice or credit memo you want, using one of these options:
- Go to the Finances module and select the invoice or credit memo from the Invoice tab.
- Go to a member's profile and select the invoice or credit memo from the Invoices tab.
- Go to a form's submissions list, select an individual submission, and if an invoice or credit memo was generated, select either the Invoice or Credit Memo tab then select Manage invoice.
- Select the Activity Log button.
On the Activity Log pop-up, you can view all events related to the invoice or credit memo. If you've created a refund from an invoice, the refund entry will include a link to the credit memo generated. If you're viewing a credit memo's log, the entries will include a link to the original invoice.
Note: Ad-hoc credit memos created from a member's profile or by editing form submissions don't have cross-references because they are not tied to a particular invoice. However, credit memos created by editing a form submission appear as a new tab on the member's submission details page.