About invoicing
Invoicing in MC Professional is the primary method for recording and collecting payments (invoices) and refunds (credit memos).
On the Financial module, you can:
- View and manage all invoices and credit memos generated in your MC Professional account.
- Create and customize your invoice templates, general settings, and revenue accounts.
- Export invoice data to create detailed reports.
Automated and manual invoices
MC Professional uses two methods for creating financial records:
- Automatically generated invoices: Invoices are automatically triggered when a user completes a form that requires payment, such as as a membership, event, or donation form.
- Ad-hoc invoices (manually generated): Administrators can manually generate individual invoices or credit memos for custom charges using the Ad-Hoc feature within a member’s profile or generate ad-hoc invoices in bulk from the Profile List.
Manage transactions
The Financial module provides granular control over the status and history of every invoice and credit memo generated in your account.
- Filter invoices: Admins can filter the global Invoice List by status, including Open (Unpaid), Pending, Paid, Partial, and Voided, and type, such as invoice, credit memo, or forms (generated through a form).
- Access the Activity Log: Admins can access a log of all actions taken on an invoice and view the date and specific administrator responsible for the change.
- Void and refund invoices: Admins can permanently void incorrect invoices and refund (create credit memos) invoices.
Customize templates and invoice emails
On the Invoice Templates screen you can customize separate invoice templates and emails to use across different sections of your account (renewals, events, donations).
- Create and edit templates: Organizations can create multiple invoice templates with custom logos, unique footer information, and customized email notices.
- Insert dynamic information: Using Merge Data fields, invoices can automatically pull member-specific information (e.g., name, address, member ID) directly from their profiles.
- Customize notifications: Email notifications sent out with the template can be customized. For instance, you might want different notifications for templates attached to donation or event forms.
Financial reporting
- Transaction Reports: Export invoice and payment information in IIF or CSV to create detailed financial reports.
- Revenue accounts: You can track both "sale" transactions (debits/credits) and "settlement" transactions (payments) to provide a clear picture of realized vs. deferred revenue.