Create and manage invoices, understand statuses and collection, and handle overdue bills.

Overview

An invoice is the bill of record in Members. It holds line items, the original and remaining amounts, a due date, the member who is billed, and optionally the subscription and billing period it came from.

Invoices are always numbered (for example INV-550, the prefix and number are customizable). Staff work from the member profile or the invoices list in the admin dashboard. The same records are available on the Invoices API.

How invoices are created

Most invoices are created automatically:

Subscription renewals on the product's billing interval
One-off products when you create the subscription for that purchase
Bookings when a paid booking is settled

You can also create an invoice manually for ad-hoc charges outside of products and events. Use the admin dashboard, or the Create an Invoice API.

Invoice statuses

Financial status vs collection status

Every invoice has two parallel tracks:

Financial status (status): whether the invoice is a draft, open, past due, paid, void, or deleted. This is the accounting state of the bill.
Collection status (collection_status): whether a payment attempt is in flight (none, pending, processing, requires_action, succeeded, or failed). This is the processor or offline collection lifecycle.

A bank debit can leave the invoice open (or past due) while collection is still processing. Staff should read both fields when chasing payment. See Payments.

Financial status

Status	Meaning
Draft	Editable. Not yet open for payment. Line items can still change.
Open	Finalized and owed. Payment can be collected.
Past due	Unpaid after the due date (or after collection failed with no recovery yet).
Paid	Fully settled.
Void	Cancelled without payment. Use when the charge should not be collected.
Deleted	A draft that was removed. Only drafts can be deleted. Invoices that have been finalized must be voided instead.

Collection status

Each invoice also has a collection status. It reflects the status of the current in-flight payment attempt, separate from whether the invoice is due or not:

Collection status	Meaning
None	No active collection attempt
Pending	Awaiting capture (used for custom payment methods; most automatic collections will be `processing` )
Processing	The payment has been submitted to the payment processor. Delayed settlement methods, like Direct Debit, often take multiple days to settle. Processing payments can be given a grace period on the subscription.
Requires action	The member must complete an action, like 3DS authentication
Succeeded	The payment collection attempt succeeded
Failed	The payment collection attempt failed

Invoice lifecycle

Financial status moves through a small set of states:

Typical paths:

Manual charge: create a draft, edit lines, then finalize to open. Collect payment until the invoice is paid.
Automatic charge: renewals, one-off products, and bookings often create an open invoice ready for collection (no draft step).
Overdue: if the due date passes or collection fails without recovery, the invoice becomes past due. Further payment can still move it to paid.
Exit without payment: delete a draft, or void a finalized invoice that should not be collected. Finalized invoices cannot be deleted.

Zero-amount invoices move straight to paid when finalized.

Find and open invoices

In the admin dashboard, open the member's profile and use the invoices section, or browse the organization invoices list in the Finance page. Filter by status when you are chasing overdue bills, and all invoices requiring attention are listed on the admin dashboard homepage.

Members can see their own invoices in the member website and app, and pay open balances when self-service is allowed.

Create an invoice

Use an invoice when you need to create a one-off charge that is not generated by a subscription.

Choose the member and due date

Pick the member who should appear on the invoice, and set when payment is due.

Add line items

Each line has a description and an amount. Negative line amounts are allowed when you need a reduction on the same invoice.

Finalize or leave as draft

Finalize when the invoice should become open for payment and credit notes can be applied. You can create as draft, or create and finalize in one go. A zero-amount invoice will move straight to paid when finalized.

When the invoice is in draft, you can still edit the lines and due date. After finalizing, you can only edit the due date and credit note allocations, the items and amount are locked.

Mistakes with invoices

Rectifying mistakes depends on the status of the invoice:

Void skips collection and 'cancels' the invoice, for when the invoice was issued in error or the charge should not be paid. For subscriptions, pause or cancel the subscription when the member should stop being billed going forward. Paid invoices cannot be voided.
Delete permanently removes a draft invoice only. Invoices that have been finalized must be voided instead. This is the standard way to preserve the record for accounting and auditing purposes.
Issue a credit note: if a payment was applied to the invoice in error, you can issue a credit note or refund to the member. Generally, you should not void or delete an invoice if the payment is already applied.

Credit notes on an invoice

Open credit on the member can be applied to an invoice, which reduces the amount due. You can set allocations when creating or updating the invoice in the admin dashboard. Unallocated credit notes will be shown, and you can enter the amount to apply from each one. You can split a credit note across multiple invoices, unused balance will be tracked and can be applied to future invoices.

Credit is applied automatically to subscription invoices before the payment method is charged.

For issuing and managing credit, see Credit Notes.

Overdue invoices and access

When a renewal payment fails or is not received, the subscription becomes past due. Benefits tied to that subscription stay unavailable until all outstanding invoices are paid and the member is in good standing again.

Members are notified in the member website and app so they can settle the balance. Staff can follow up from the admin dashboard, review payment attempts, and record or confirm payments.

See How subscription billing works and Overdue invoices.

Invoices