Finance — Workflows: step-by-step

This page collects the most common finance tasks as quick, end-to-end procedures. Each links conceptually to a more detailed guide.

View a contact's financials

1. Open the contact's profile and click the Financial tab.
2. Review Payment Sources and the Financial Snapshot (Paid YTD, Paid Total, Total Arrears).
3. Expand Subscriptions, Invoices, Receipts or Tickets to drill in.

Create a subscription

1. Contact's Financial tab → Subscriptions → Create Subscription (opens the Add new subscription panel).
2. Choose the plan → Proceed, then the fee level (the fee options double as the interval, e.g. Weekly/Monthly).
3. Set the Starting from date (type to backdate), tick Auto Renew if needed.
4. Choose any Options / Add-ons and, on anniversary plans that support it, the Period Type.
5. Under Select Payment, choose a gateway source (e.g. Add Credit Card - Stripe) or a placeholder (Cash/Cheque); set the Email invoices behaviour.
6. Click Proceed; for scheduled methods set the next charge date and optionally record an initial payment, then Confirm.

Pay an invoice

1. Financial tab → click the invoice to open the drawer.
2. Open the dropdown beside Email → Pay Invoice, enter the amount, choose the method, and submit.

Record a manual payment

1. Financial tab → Receipts → Make payment (gateway charge) or Record payment (payment already received).
2. Set the Payment type and, if relevant, link a subscription.
3. Enter the amount, an optional Note and the effective date (plus a Receipt no. on Record payment).
4. For Make payment, pick a saved card and click Charge; for Record payment, choose the method under How was it paid? (e.g. Cash/Cheque) and click Record payment.

Adjust, write off or void an invoice

1. Open the invoice and use the dropdown beside Email.
2. Choose Adjust Invoice (amount + comment → Create Adjustment), Write Off (Write Off Remaining Balance or Write Off as Paid), or Write Off & Void (only with no payments).

Refund a receipt

1. Financial → Receipts → click the Receipt number.
2. Click Refund and confirm. Gateway payments auto-refund; placeholders are marked refunded only — return funds manually.

Fix a Paid To Date / unfinancial error

1. Financial tab → open the receipt allocated to the wrong invoice.
2. Use the payment line's three-dots (⋮) menu to Unallocate the payment.
3. From the same menu, Allocate it to the earliest unpaid invoice and Save. Paid To Date recalculates.

Put a subscription on hold and resume

1. Open the subscription → Pause → set hold date (and optional resume date) → Save.
2. To resume: Resume Subscription → set resume date → optionally Forgive days on hold → Save.

Create & send a one-off invoice

1. Contact's Financial tab → Invoices → Create Invoice (the Manage Invoice form); enter header fields (number [assigned automatically], customer, invoice date, currency, reference, due date; click Integrate with Xero if needed).
2. Click Add Line Item for each line (item, qty, unit amount, account, tax rate, and tracking-category columns like Location/Department).
3. Approve & Email (or Approve), then from the invoice drawer click Email → confirm recipient → send.

Invoice a subscription (recommended)

1. Financial → Receipts → Make a payment with Type = Subscription.
2. This adds the full membership fee and links the invoice to the subscription, instead of creating a standalone invoice.

Configure the invoice footer

1. Settings → Finance & usage → Invoice settings → Footer design tab.
2. Drag in Rich Text / Columns / Divider blocks; type @ for mail merge fields; add bank transfer details.
3. Click Preview, then Save. (The invoice heading/title is set on the Document identity tab.)

Report across the database

1. Action Centre → Financial group → a Receipts or Invoices centre.
2. Apply filters, optionally tick Row per item, then Export (CSV) or View summary.