Managing Invoices

Administrators can manage invoices from the invoicing tab for invoices issued.

Manage or Edit Invoice Batches (web)

1. Click the Invoicing tab.
2. Click the Batches tab to manage or edit invoice batches.
3. Optional: Select 'Status' or 'Batch title' from the drop-down above the list and enter an associated search term to filter the list.
4. Click the title of the invoice batch that needs to be edited.
   1. Optional: Click the Add Recipients button to include additional recipients in the invoice batch.
      1. Select members to apply  the invoice  to by clicking the green + button.
         1. ORG Accounts: Click the Add Filter button to filter down the member list by player/non-player status and team, division, or member name.
   2. Optional: Click Edit Invoice
      1. Edit Title, Description, or Due Date.
      2. Click Save.
5. Manage invoice batches:
   1. Hover over the 3-dot button in the Actions column next to the invoice batch that needs to be managed.
      
   1. Optional: Click View Invoice Batch to view the invoice list for that batch.
   2. Optional: Click Resend Invoice to select all or selected invoice statuses to resend invoices with a message.
   3. Optional: Click Cancel Invoice Batch to cancel the whole batch.
      1. Cancel is available for any batch that has open invoices. This option will go through every invoice in the batch and cancel eligible invoices and add appropriate line item adjustments to bring the balance to zero on each invoice. Fully paid or already canceled invoices are not eligible for cancellation. Partially paid invoices will display a status of paid and invoices with no payments will display a status of canceled.
      2. The status of the batch is based on the status of the invoices within the batch. If all invoices in the batch are canceled, the batch will display the canceled status. If any invoice in the batch is open, then the batch status will be displayed as open. If there are paid invoices and canceled invoices but no open invoices, then the batch status will be displayed as paid.
   4. Optional: Click Delete Invoice Batch to delete an empty batch (this option will only be displayed if the batch is empty)

Manage Individual Invoices

1. Click the Invoicing tab.
2. Click the Invoices tab to manage individual invoices by recipient.
3. Optional: Select 'Recipient,' 'Batch title,' or 'Status' from the drop-down above the list and enter an associated search term to filter the list.
1. Manage individual recipient invoices:
   1. Hover over the 3-dot button 3-dot button in the Actions column next to the invoice recipient that needs to be managed.
      
   2. Optional: Click Resend Invoice to send the invoice and an email message to the recipient.
      1. Optional: Click View Invoice to manage the recipient's invoice or click a recipient's invoice ID to view their invoice details.
         1. On the recipient's invoice details page you can:
            1. Click Resend Invoice to send the invoice and an email message to the recipient.
            2. Click Apply Payment to manually enter offline payments.
            3. Click Adjust Balance to reduce the remaining balance due. 
               1. ATTENTION: There is currently an adjustment limit of $999. For adjustments over $999, you will need to add multiple adjustments.
               2. When adjusting an invoice balance to $0, the invoice must be cancelled in order to close it out.
      2. Optional: Click Cancel Invoice to cancel the recipient's invoice.
      3. Optional: Click Delete Invoice to delete an unpaid invoice (this option is only displayed for invoices with no payments logged).

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Manage Team-issued Invoices (mobile)

Only invoices that have been issued from a team-level Invoicing tab can be managed in the TeamSnap mobile app at this time. Sports organization invoices must be managed via a web browser.

1. Open mobile app
2. Open desired team
3. Tap the hamburger (three-line) menu icon ꠵ (Android) or ...More (iOS)
4. Tap Invoicing
5. Tap member name to view invoices, status, and payment details for paid invoices
6. Tap invoice title to open invoice details
   1. Optional: Tap the three-dot menu in the top right corner
      1. Tap Resend Invoice to resend the invoice to the selected member
      2. Tap Cancel Invoice to cancel the invoice for that member
         1. You can not cancel an invoice that has accepted online payments. You will first need to refund the invoices that have been paid.
7. Tap Batches to view invoices by batch
8. Tap invoice title to open invoice batch details
   
   1. Optional: Tap the three-dot menu in the top right corner
   1. Tap Add Recipients to select additional members to send the invoice to
   2. Tap Resend Invoices to resend the invoice to all invoiced members
   3. Tap Cancel Invoices to cancel the invoice batch
   1. You can not cancel invoices that have accepted online payments. You will first need to refund the invoices that have been paid.

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Common Questions

What are the payment processing rates for invoicing?

Current processing rates are 3.25% + $1.50 and are passed to the invoice recipient in the invoice total.