Invoicing in SwiftFox is changing

Invoicing in SwiftFox is getting a significant upgrade on Tuesday 15 April.

This is one of the most significant improvements we have made to finances in SwiftFox. It has been shaped by feedback from organisations using SwiftFox to manage subscriptions at scale — and we've spent considerable time building, refining, and carefully testing both the functionality and the migration process to make sure the transition is smooth.

We're covering all of this in a SwiftFox MasterClass today, Thursday at 11:30 am AEDT. If you can't make it live, it'll be available to rewatch on YouTube and in the SwiftFox Academy.

What's changing

Invoices are now generated automatically

From 15 April, every Subscription will automatically generate invoices — you don't need to do anything to trigger it. SwiftFox is moving to an invoice-first finance model, where invoices become the financial source of truth for all membership payments. Each invoice clearly shows what's been paid and what's due, with line items covering billing periods, quantities, unit prices, and totals.

How invoices work depends on your plan type

• Common Period plans — one invoice is created for the full year and paid down over time at the interval they are on (fortnightly, monthly, quarterly, etc.).
• Anniversary plans — a separate invoice is generated for each billing period.

You remain in control of whether invoices are sent to your members. If you have a Login Portal, you can also choose to make invoices visible there — though no action is required on your part, as it has already been updated to support all of this.

New capabilities coming with this change

• Reallocation of receipts — payments can be reallocated between invoices and contacts, giving you flexibility to correct allocation errors or adjust how payments are applied.
• Void & write-off invoices — invoices can now be voided or written off directly, with a clear audit history maintained throughout.
• Mid-cycle plan change adjustments — when a member upgrades mid-cycle, SwiftFox automatically calculates and applies the adjustment, with credits and charges shown as clear line items.

Invoices will generate as PDF Tax Invoices

All invoices will produce a PDF Tax Invoice with your organisation's details, ABN, and branding. You can configure early invoice generation if you'd like invoices sent ahead of the billing date — the setting uses a number of intervals (days or months) ahead of the billing date.

To make sure your invoices look right, check that your Company Details settings page is up to date. It's also worth reviewing your footer design, as this will appear on all generated invoices.

Invoice statuses will display as: Paid, Partially Paid, or Approved and awaiting payment.

What to do before 15 April

Your existing subscriptions will be migrated automatically — your plans and billing structures stay exactly the same. In our testing, over 99.5% of subscriptions migrated successfully. You can track migration progress directly in SwiftFox: each subscription will show an alert indicating its status while being processed. If anything still appears pending after 5–7 days, reach out to support.

A few things worth checking before the rollout:

• Review your plan fees — particularly if you have any Common Period plans with an upcoming renewal date. This is especially important if you plan to use early invoice generation, as invoices are generated using the fees active at the time and won't update if fees change afterwards.
• Check your Company Details — make sure your organisation name, ABN, and branding are up to date.
• Consider a heads-up to your members (optional) — if your Login Portal includes an Invoices block, members may notice invoice history appearing where it didn't before. All migrated invoices will show as already paid, and no emails will be sent to members for migrated invoices. A proactive note to members isn't critical, but some organisations may prefer to get ahead of any questions.

What to do from 15 April

• Configure invoice email delivery — this defaults to off. We recommend turning it on so your members receive invoices automatically. You can control this at a global level, by plan category, by individual plan, or by fee. You can also manually trigger invoice emails on individual subscriptions in the meantime.
• Set up early invoice generation — this lets you generate and send invoices ahead of the billing date. Set this to whatever makes sense for your plan duration and billing intervals.

If you have questions or would like a walkthrough of how this affects your setup, reach out to us over email at support@swiftfoxcrm.com or contact your account manager directly. We're happy to organise a training session if that would be useful.

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