Creating Ad Hoc invoices and credit memos: Individually and in bulk

About Ad Hoc invoices

Ad Hoc invoices and credit memos are manually created by admins for individual profiles or in bulk. This option allows admins to bill members at any time. For instance, you can use this option if a member forgets to make an extra-charge selection on their membership renewal or event registration form.

To create an Ad Hoc invoice for an individual profile

1. Navigate to the member’s profile.
2. Select the Actions dropdown.
3. Select Create Ad Hoc Invoice.

To create Ad Hoc invoices in bulk

1. Navigate to the Profile List.
2. Select the checkboxes next to the desired profiles.
3. Select the ACTIONS dropdown.
4. Select Create Ad Hoc Invoice.

Configuring invoice settings

For both individual and bulk actions, complete the following:

• Payment Processor: Confirm if your member can pay the invoice through your payment processor or offline by cash or check.
• Invoicing Template: Confirm which invoice template you would like the invoice to use.
• Invoice Type: Choose if you would like to generate an Ad Hoc invoice or credit memo.
• Invoice options (individual only): Choose to create and pay the invoice now, create and send the invoice by email, or create an open email without paying or sending it to the members.
• Due Date (individual only): Note when the invoice is due by.
• Invoice Amount and Description: Add a description for you and other admins to reference. (E.g., Annual Meeting Registration Fee).
• Revenue Account: Confirm which revenue account you want the invoice to use for reporting to third party programs like QuickBooks.
• Add New Line Item: Use this to itemize invoices with multiple amounts, descriptions, and revenue accounts.