Must know
- Payments must be set up first. Until then Financials > Invoices shows “Set up payments to start invoicing” with a Go to Onboarding button.
- Click Done on every line before you can save. Only confirmed lines count toward the total, which must be above $0.00.
- Program and membership lines need an Athlete, and the price comes from your catalog. You can override it for this invoice only.
- Save as draft does not email the family or touch their balance. Sending adds the total to the guardian’s balance and emails the invoice with a link to pay, unless the Invoice issued email is off or the guardian has no email on file.
1
Open the builder
Go to Financials > Invoices and click Create Invoice. Or open a guardian’s profile and use Billing > Invoice history > Create invoice, which locks that guardian in (not available for inactive or suspended accounts). Creating an invoice, and sending a saved draft later, needs the Create Financials permission.
2
Pick the guardian
In the Create new invoice panel, search or select the Guardian. Switching guardians clears the catalog lines you picked. A guardian who has not activated their account can still be invoiced: the pay link emails them an account setup invitation first.
3
Add each line item
Click Add line item. Choose a Type (Program, Membership, Pass, Store item or Custom), an Athlete for Program and Membership lines, then an item from your catalog, which fills in the description and price. Only Custom lines are typed by hand. Quantity is locked to 1 except on Store item and Custom lines. Click Done under a line’s fields to confirm it. Use the pencil to reopen it.Line rules in short (full detail in How do I add a program, membership, pass, or store item to an invoice?):
- Draft programs and full memberships can’t be picked. Neither can an item already on this invoice. An item the athlete already has is blocked (bill it as a Custom line instead). An item already on another unpaid invoice is blocked until you remove it from that invoice.
- Other eligibility problems show an amber warning, but you can still bill the line.
- A program’s required membership is added automatically. Memberships are prorated unless proration is off.
- Editing the price overrides it for this invoice only.
- Custom lines, and catalog items with no GL Code yet, need you to pick one.
- Takes effect is When the invoice is paid (default) or When the invoice is sent, which enrolls the athlete or starts the membership at send, paid or not. If that fails, the invoice still goes out and it is retried at payment. Once sent, that invoice can’t be edited or cancelled; use Cancel items on the invoice instead.
- With several families, choose who Purchase belongs to. A Pass must belong to a family.
- Each line says whether it is taxable, based on your tax settings.
4
Add a discount (optional)
Add discount gives one dollar or percent discount on the whole subtotal. Describe it (for example, “Sibling discount”), keep it within the subtotal, then click Done.
5
Set the due date and delivery
Due date starts as today. A date past your grace period warns that the invoice will show as overdue. Delivery starts as Save as draft; choose Send immediately to email the payment link now.
6
Save or send
Click Save draft or Send invoice. A message confirms it, for example “Invoice INV-2026-00042 sent”.