Invoices

After an invoice is created, LeagueApps Admins can manage the invoice from the LeagueApps Management Console. If a program is pay-based, an invoice is created for each registration.

If you are looking for information on Payment Plan Invoices, click here.

Getting Started

You will first need to find and view an invoice in order to take any action on it. An invoice can be located in several ways. 

Anywhere in LeagueApps you see a green link for invoice status or amount, clicking that link will take you to a member's invoice. 

View All Invoices

  • At the top of your management console, place your mouse over Reporting
  • Then click Invoices

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  • Once there, you can narrow your search by using the filters at the top of the page.
  • The following are the criteria by which you can filter invoices:
    • Number
    • Type
    • Invoice created date
    • Status
    • Deadline
    • Sport
    • Season
    • Program State
    • Program
    • Member name or email
    • If the invoice includes membership fees (rare)
    • Autopay status

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View invoices for a program

  • Navigate to a program's dashboard 
  • Then at the top click Invoices
  • This will take you to the Invoices report, but automatically set the filters to only show invoices from this program

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Program's People List

  • Navigate to a program's dashboard 
  • Then at the top click People
  • Under the Payment column, click on the invoice status to enter a member's invoice status. The statuses you will see are:
    • Paid
    • Unpaid
    • Partial
    • Refund
    • Void
  • Clicking the small PAY button will take you to the admin payment screen where you can enter a payment method for the member.

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Member Profile

  • Go to Manage
  • Then click Members
  • ⚠️ You can also click the magnifying glass icon mceclip1.png on the top, right-hand corner of your management console to search for members. 

  • Use the Name or Email filter to search for the member you want to register
  • Once found, click the member's name.
  • Use the Current Registrations or Past Registrations area at the bottom to see this member's registrations and invoice statuses. Clicking on the invoice status will take you to the member's invoice.

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Family Account Page

  • First, you will need to find a member of the family to view the family account
  • Go to Manage
  • Then click Members
    ⚠️You can also click the magnifying glass icon mceclip1.png on the top, right-hand corner of your management console to search for members. 
  • Use the Name or Email filter to search for the member you want to register
  • Once found, click the member's name.
  • Then at the top click [Last Name] Family
  • Click on the invoice amount to enter the member's invoice

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Invoice Overview

Every invoice will have several indicators that hold a great deal of information regarding a member's payment status, amount due, amount paid, and other items. 

Invoice #

Each invoice will have a unique eight-number identifier. Users will see the same number on their dashboard. This identifier helps you locate quickly locate an invoice.

Status

  • Paid: The invoice has been fully paid and there is a $0.00 remaining balance
  • Unpaid: No payments have been made toward the invoice
  • Partial: A payment(s) have been made for the invoice, but there is still a remaining balance
  • Refund: A full refund has been issued for this invoice
  • Void: If there were any payments made towards this invoice, a refund has been issued, no further action can be taken on this invoice, and the invoice will not be counted for reporting purposes

Balance due

The remaining amount due for the invoice.

Total amount

The total amount invoiced. This is the sum of the payments made and the remaining balance.

Invoicing context

The program, product, or other context under which the invoice was created or relates to. 

Invoice Items

A list of billing items. This will include the initial amount billed, and any adjustments that have been to the invoice moving forward. 

Transactions

Payments made towards the invoice. This will include successful and failed attempts. 
 

Invoice Actions

Once an invoice has been created, it can be modified in several ways. This allows for flexibility with each site member based on their specific needs. Modifying a single invoice will only impact that invoice. 


 

Change Amount Billed

Change the total amount billed to the member on this invoice. Additions to the total cost are made by inputting a positive number. Deductions to the total cost are made by inputting a negative number. In the example below, the total amount will increase from $10 to $20 as the amount billed is changed by $10.

 

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Issue Refund

Use this button to issue a refund for an online transaction. You can issue a full refund or a partial refund. Issuing a refund will refund the selected amount to the card used for the transaction. Refunds typically take 5-10 business days to show in the customer's bank account.


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Issue Site Credit

Instead of issuing a refund, you have the option to issue site credit. Issuing site credit will NOT modify the total amount on the invoice; instead, a note will be added to the invoice to show site credit related to this invoice has been issued. 

 

Add Offline Payment

If you need to apply check, cash, or other offline payment then you can do so from the add offline payment invoice action.

⚠️ If you are applying an offline payment to a payment plan invoice, the offline payment amount must be equal to one installment amount or multiple installment amounts combined.


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Apply Site Credit

If a member has a credit balance you have to apply part of or the entire balance to an invoice with an outstanding amount due. Applying site credit will decrease the amount due to the invoice and automatically deduct the amount applied from the member's credit balance. 

Learn more about Site Credit

Void Invoice

Voiding an invoice will issue a refund for any online payment made toward the invoice. A void will also prohibit future action on the invoice and remove the invoice amount from reporting totals. A voided invoice will still appear on an exported report, but it will not be tallied toward the totals visible in the admin console. 
 

Pay Now

Use this Pay Now to make a payment towards an invoice from the management console on the members' behalf. You can choose to make a full or partial payment for the member.

  • If the member does not have a stored payment method, you will be prompted to enter a member's card details
  • If the member does have a stored payment method, click the member's preferred method, even if there's just one. The border will turn green once selected (see below).

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Disable Auto-Pay

Any invoice that is tied to an auto-pay payment plan has a Disable Auto-Pay button on the invoice. Auto-pay can be re-enabled once disabled.

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Convert to Payment Plan

Unpaid invoices may be converted from a standard invoice to a payment plan. In order to convert a standard invoice to a payment plan invoice:

  • The invoice must be fully unpaid. A partially paid invoice cannot be converted.
  • The invoice can not already be on a payment plan
  • There must be a payment plan created for the program, designated for the same registration type (i.e. Free Agent or Team Player) 

Click Convert to Payment Plan, then select the payment plan you are converting the invoice. Click Yes, Convert it. The invoice will be converted and a note will be added to the invoice.

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​Add Notes

An admin can leave internal notes on an invoice. These notes will NOT show for the user.
 

Bulk Invoice Adjustment

From the Invoices page, use this tool to issue an increase for all invoices that meet the filter criteria. This tool can only be used for a bulk increase; a bulk reduction is not possible. No action will be taken on invoices in a Void or Refund state.

When a payment plan invoice is affected by a bulk invoice adjustment, the increase is added to the last installment.

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Payment Reminders

Payment reminders can be automated within a program's payment settings. In addition, payment reminders can be sent whenever desired by an admin. 

Send a bulk payment reminder

  1. Navigate to the Invoices report
  2. Click Send Payment Reminders to All
  3. Include a message in the payment reminder (optional)

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Send an individual payment reminder

  1. Along the same row as the invoice, click the message icon
  2. Include a message in the payment reminder (optional)

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Alternatively, you can send an individual payment reminder from the invoice.

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A payment reminder will include a link to the invoice payment page the invoice's remaining balance, and the custom message sent from the admin. Here's an example: 

 

Printing Invoices

When you are viewing the invoice, you are able to print the invoice by going to your browser menu's File and selecting the Print option. This will remove all extraneous elements beyond the invoice information in a print-friendly view.

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Exporting Invoices

When viewing a list of invoices via Reporting then Invoices you, can you export invoice data to a CSV file.

  • Go to Reporting
  • Then click Invoices
  • Set your filters as detailed in the Getting Started section of this page and run the report
  • Once ran, click the Export to CSV button in the top, right-hand corner.
  • Select the data points you want to export
  • Click Export

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FAQ

Will I be charged for any money I refund to a customer?

No! LeagueApps will refund you any transaction fees incurred on the money you refund to a customer. 

What happens to a program participant's invoice if I move them to another program?

The invoice will move with the program participant. If the new program is a higher price, an additional fee will be added to the invoice. 

Will voided invoices be counted towards my Payment Activity?

Voided invoices will NOT be counted towards Payment Activity sections on the program dashboard and main dashboard. Voided invoices will be displayed in exported reports. 

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