Customizing invoice templates, notifications, and settings

About invoice templates

Invoice templates allow you to customize the look, branding, and associated email notifications for different types of invoices (such as sponsorships, member dues or donation invoices). For instance, you can create different invoice templates for donation forms, event forms, and create custom templates for your membership types.

To manage invoice templates

1. Navigate to Finances and select the Invoices tab.
2. Select Invoice Templates from the Payment Management page.

Creating and editing templates

To edit an invoice template, hover over the template in the list and select EDIT. Update the template fields as necessary and save your changes.

To create a new invoice template, follow these steps:

1. Select CREATE AN INVOICE TEMPLATE.
2. Complete the following fields:

1. Name: A descriptive name to identify the template.
2. Upload Custom Logo: Allows a different logo from the organization's default.
3. Net Due Period: Sets the amount of time until the invoice becomes overdue.
4. Footer Information: Use for payment terms or contact details.
5. Merge Data: Pulls member profile data onto the invoice.
6. Set As Default Template: Assigns this as the default template for use across your account.
7. Email Notifications: Configure automated emails for: New Invoice, Reminder, Past Due, and Payment Notification. Use the Configure Email button to customize the Reply-to Email, Subject, and Message Body for each.
8. Send Notifications to Secondary Member emails: Select an additional email attribute to send notifications to.

To see the layout, select PREVIEW INVOICE at the top right of the page. You can then download a PDF sample.Important: If an invoice template is set within a member type’s settings, only the member type-specific email notifications will be sent, overriding the template's email notifications.

Invoice settings

This area sets your global organizational information that appears on all invoices and templates. 

To manage invoice settings:

1. Select Invoice Settings from the Payment Management screen.
2. Edit the following fields as necessary:

1. Recipient Address: Add merge fields here to pull in member profile information onto the invoice, such as their city or country of residence.
2. Recipient Address: Add merge fields here to pull in member profile information onto the invoice, such as their city or country of residence.
3. Next Invoice Number: Change the starting number for the next generated invoice. Note: This number can only be set higher than the current displayed value.

Tying an invoice template to a form

1. Navigate to the Forms module and select the Form List tab.
2. Edit or create a new form.
3. On the Form Builder, find the Payment section and select Properties.
4. Select the template to use from the Invoice Template dropdown.

Tying an invoice template to a member type

1. Navigate to the Database module and select the Member Types tab.
2. Edit or create a new member type.
3. Under Renewal Payment Settings, select the template to use from the Invoice Template dropdown.