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Ah invoices, they're the quiet workhorse of your finances. Keeping track of who owes what, what's been paid and when. In SwiftFox, the invoice is the single source of truth for every subscription. It's where payments land, where adjustments are recorded, and what keeps a members paid-to-date accurate.

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In this lesson, we'll show you how to manage a members invoices – all from their profile. We'll cover how to find invoices and read their status. Pay one down and pay one on their behalf. Move a payment to the right place. Adjust an invoice. Write one off and generate the next invoice early. So let's get into it.

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Open the member's profile and select the financial tab. Then scroll to the invoices table. Every invoice for that member is going to be listed here. Each one shows a status. Approved means it's generated, but not yet paid. Partially paid means part of that balance is covered and paid means it's settled. An invoice you've created manually but not yet approved shows as a draft. You may also see written off where an unpaid balance has been marked uncollectible and voided for an invoice canceled before any payment was made, both of which will come to shortly.

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One thing to know before you go looking voided invoices are hidden by default. The invoices table arrives with a filter that excludes them. So if an invoice seems to have vanished, that's almost always why. Open the filter, take voided out of the excluded statuses and it comes back into view.

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To open an invoice, select its ID. You'll see the invoice details and line items. And once there's been a payment or an adjustment, a Payments and adjustments section appears listing everything that's happened to it, giving you a clear, auditable history all in one place.

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With the invoice open, select the arrow next to the email button to reveal the invoice actions. Choose Pay Invoice to take a payment on the member's behalf. This is handy when they ring up to pay or choose Open pay now to bring up the same secure page they'd see if you emailed them the invoice.

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From that same dropdown. Choose adjust invoice. The panel opens with the invoice is balanced due at the top and its line items listed underneath. You can pick a line item, but you don't have to. Most of the time you can just leave it blank.

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Choosing one simply makes the adjustment take its tax rate and account from that line, which helps when an invoice has lines that are treated differently. Then set the adjustment date and choose an adjustment type; discount, write off, rounding, item removal, item addition, subscription hold, subscription, update or other. Add a tax rate and account if you need them and a comment so everyone knows why and the amount.

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Now keep an eye on the sign beside the amount. The type you picked sets it for you. A discount or write off comes through as a negative and item addition as a positive. So the type isn't only a reporting label, it shapes what the adjustment actually does. If you need it the other way, flip the sign yourself, select it, or just type a plus or minus.

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SwiftFox then shows an after adjustment summary the pretax, tax and invoice totals, so you can check the new figures before you commit. Create the adjustment and it's recorded in the invoices payments and adjustments history so nothing is lost.

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Sometimes an invoice won't be paid and you can write it off from that same drop down. What you're offered depends on the invoice. On an invoice with no payments yet, you'll choose between Write off as paid and Write off and void. On one that's already partly paid. You'll see Write off remaining balance. The distinction that matters, writing off as paid, settles the invoice and moves the members paid-to-date forward whilst writing off and void cancels the invoice as it never applied and does not move the paid-to-date. So if your goal is to push a paid-to-date forward. Write off as paid is the one you want, a plain discount down to zero won't do it.

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Every so often a payment lands on the wrong invoice or comes in without one. On the financial tab, scroll to the receipts table and open the receipt. You'll see the transaction details, the payment method used and the items the money was applied to, each with its plan and period.

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The actions sit in the drop down beside the button at the bottom of the panel. Allocate to invoice to put the money where it belongs. You can split it across more than one. Unlink subscription to detach it from the wrong period. Change receipt owner if it was recorded against the wrong member and Refund. By default, a payment applies to the oldest open invoice first.

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One rule to remember about change receipt owner. It only works on a receipt that isn't allocated to anything. Try it on an allocated receipt and swift box will tell you the owner can't be changed. Unlink it first, then change the owner.

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It is worth understanding what linking a receipt to a subscription really does, because it keeps working long after you've moved on. The payment allocates against any outstanding invoices on that subscription, and if there's money left over, it waits. So when the next periods invoice generates, the remainder is applied to it automatically.

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When a members next period is within range, a generate invoice link appears in the payment options column of their subscription in the subscriptions table. Select it and SwiftFox shows a preview the number of payments and the total, so you always know exactly what you're generating before you do.

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And that is invoice management in SwiftFox, all from the Members Financial tab. You can now find and read invoices, pay them down, move payments where they belong, adjust and write off and generate the next period. This keeps a clean, auditable trail throughout. And to explore more, check out the rest of our finance lesson on SwiftFox Academy.