Create invoices
Invoices are created from membership fee charges that are not on an invoice yet. You find ‘Create invoices’ in three places: on ‘Overview’ (next to ‘Uninvoiced charges’), at the top of ‘Invoices’, and on each fee under ‘Membership fees’.
- Choose ‘Create invoices’.
- Under ‘What should be invoiced?’, choose one fee, or ‘All unpaid charges without an invoice’.
- Choose ‘Grouping’: ‘Per household’ gives siblings in the same household one invoice to the payer (members without a household get one each). ‘Per member’ gives one invoice per member, siblings included.
- Check the ‘Due date’. The default comes from ‘Due (days)’ under ‘Finances’ → ‘Settings’.
- Read the preview: the number of invoices, the total amount, payers without an email address and charges that will be skipped.
- Choose ‘Save as draft’ to review first, or ‘Create and send now’.
- Drafts are not sent. Send them from the invoice list: tick the drafts and choose ‘Send … drafts’.
- If charges were added or removed while the dialogue was open, Sportio refuses to create the invoices and asks you to review them again. That way you never get invoices other than the ones you saw.
What the email says
The subject is «Faktura [nummer] fra [klubbens navn]» (Invoice [number] from [club name]) — the email is sent in Norwegian. It shows each line with its amount, the amount to pay, the club’s account number, the KID and the due date, and finally the invoice text from the settings.
If the club takes online payments and the payer has a user account in the club, the email also gets a «Betal nå» (Pay now) button. At the bottom it says the payer must use the KID number in their online bank, so the payment is recorded automatically.
Lines with a sibling discount show the ordinary price and the discount, so the payer can see why the amount is lower.
- Payers without an email address still get an invoice created, but it has to be delivered some other way — printed, for example, or in a message.
- Under the invoice you see each email with its status: ‘Queued’, ‘Sending’, ‘Sent’, ‘Failed’ or ‘Stopped (paid or cancelled)’.
Invoice statuses
‘Draft’ has not been sent. ‘Unpaid’ has been sent and is not yet due. ‘Overdue’ is unpaid after the due date. ‘Partly paid’, ‘Paid’ and ‘Overpaid’ follow the payments. ‘Credited’ and ‘Cancelled’ are closed.
On the invoice page you see ‘Invoice amount’, ‘Credited’, ‘Paid in’ and ‘Outstanding’, and each charge with its ordinary price and any discount.
Cancel, credit or resend
‘Cancel invoice’ is for an invoice that is wrong and has not been paid — the wrong amount, for example. The invoice becomes void, reminders stop, and the charges are released so they can be invoiced again. You can only cancel when nothing has been paid in, and not while an online payment is in progress.
‘Credit’ is for reducing the charge — for example when a child was injured for the whole season. You enter an amount and a reason, and a credit note is created. If the invoice has already been paid, the credited amount becomes an overpayment you can refund.
‘Resend’ queues a new email of the invoice to the payer, for example once the email address has been corrected.
- Cancelling and crediting require a reason. It is shown on the invoice and in the activity log.