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Must know
  • Pick a line type first. Program and membership lines need an athlete, and catalog lines take their price from your catalog.
  • Eligibility rules only warn. An athlete who doesn’t meet an item’s rules gets an amber warning but can still be billed. Being already enrolled, already on another unpaid invoice, or a full membership still blocks the line.
  • Nothing happens until it’s paid, by default. Nothing is held and the athlete isn’t enrolled until the invoice is paid.
  • A typed price is for this invoice only. Recurring billing keeps the product’s price, and Reset to list price undoes it.
Where to find it. In the invoice panel (Financials > Invoices > Create Invoice, or Edit invoice on a draft or unpaid invoice), after you pick the Guardian.
1

Choose the Type

Each line is a Line item #N card. Add line item adds another. Under Type (“What is this line for?”), pick Program, Membership, Pass, Store item, or Custom.
2

Choose the Athlete

Program and membership lines ask for an Athlete (“Who is this for?”). A pass belongs to a Family, not an athlete.
3

Select the Item

Item (“Select an item…”) fills in Description and Price. Draft programs and draft membership groups aren’t listed. On a Custom line, type both yourself. Qty stays at 1 except on store item and custom lines.
4

Click Done

Only confirmed lines count toward the totals. Saving with an unconfirmed line shows “Confirm every line item with the check mark before saving.”
When the athlete doesn’t meet the rules. Failing an item’s age, gender, level, or achievement rule, or closed registration, shows an amber warning, but the item stays selectable: “Saving bills it anyway and repeats this warning once the invoice is saved.” The save then shows “Saved with an override: …”. Waitlisted athletes (“Already on the waitlist.”) can be billed too. Blocked: anything they already hold or that’s already on this or another unpaid invoice (“Already on invoice [reference]”), and a full membership. An empty list reads “Nothing left to add - they already have everything of this type.” Required memberships and proration. A membership the program requires, and the athlete doesn’t hold, is added inside the program’s line and billed with it. Removing the program line removes it. A membership bills only the rest of its current cycle unless Prorate partial periods is off. A future cycle bills in full. Changing the price. On a draft or unpaid invoice, type a new Price on any catalog line. The line shows the list price and “This price applies to this invoice only”, and Reset to list price puts it back. Paid invoices are locked. GL code and tax. Custom lines, and catalog items with no GL code yet, show a GL Code picker. A catalog item keeps the code you pick for future invoices, and its Done waits for one. Each line shows its tax, such as “Taxable · [rate] (from your tax settings)” or “Not taxable (item is tax exempt)”. Which Family owns it. Program, membership, and pass lines ask Purchase belongs to when the guardian has more than one Family. A pass always needs a Family: “A Family is required to own this pass.” When it takes effect. On a draft, program and membership lines offer Takes effect: When the invoice is paid (the default) or When the invoice is sent. The second enrolls the athlete (with any required membership), or starts the membership, as soon as you send, paid or not. A full program waitlists them. If that fails, the invoice still goes out and the items retry at payment. The sent invoice can’t then be edited or cancelled. Use Cancel items (How do I cancel a line item without refunding?). If the family buys it online. Buying the same program, membership, or pass online while your invoice is unpaid cancels the whole invoice automatically. Store items never trigger this (Why was an invoice I sent cancelled automatically?). Related: How do I create and send an invoice? · How do I edit an invoice or delete a draft? · Why was an invoice I sent cancelled automatically? · How do I enroll an athlete in a program?