Upcoming changes to invoices

Heads up: Invoicing in SwiftFox is changing

If you manage memberships, subscriptions, or any kind of recurring billing in SwiftFox, there are some important changes to how invoicing works that you should know about.

Here's what's different, and what it means for you.

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 now on, every Subscription will automatically generate invoices — you don't need to do anything to trigger it. Each invoice will clearly show what's been paid and what's due, broken down 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 such as fortnightly, monthly, or quarterly.
• 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.
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Mid-cycle plan changes will update invoices automatically

If a member upgrades or changes their plan mid-cycle, SwiftFox will handle the fee change automatically. The invoice will show clear credit and charge line items so both you and your member can see exactly how the adjustment was calculated.
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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.

To make sure your invoices look right, check that your Company Details settings page is up to date — this is where your organisation name, ABN, and branding are pulled from. 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.
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What you should do

These changes roll out after the Easter break, so you have a little time to get ready. Most of these changes will happen automatically, but it's worth reviewing your Subscription settings to make sure your invoice delivery preferences are configured the way you want them.

If you're unsure how these changes affect your setup, reach out via the Support button in SwiftFox or speak with your account manager directly.
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See it in action

We're running a SwiftFox MasterClass covering these changes today, Thursday at 11:30 am AEDT. If you can’t make it then, it’ll be available to rewatch on YouTube and in the SwiftFox Academy.