Create and Manage WePay Invoices for Your Organization

Need to create or view your invoice batches or resend an invoice to a member who hasn't yet paid? Follow the steps below to learn what invoice management options you have available.

Note: This help article is specific to accounts still using WePay Financials. If your organization has already upgraded to Integrated Payments, see this help article. This feature is currently available for U.S. and Canadian accounts only.

TeamSnap's invoicing feature allows organization administrators to set up additional fees outside of registration that can be assigned to one or many members of the organization. This allows billing items to be set up in addition to regular registration fees without having to go through the registration process multiple times. 

Create an Invoice

  1. Click Payments tab
  2. Click Invoicing
  3. Click Send New Invoice
  4. Enter invoice information
    • Title
    • Description
    • Due Date
    • Line Items: Category, Description, Price
      • Click Add Fee button to add multiple line items
  5. Click Save & Continue
  6. Optional: Toggle Installment Payments switch on or off
    1. If toggled on, select installment date for the first installment following the checkout payment
    2. Optional: Click Add Installment to create additional installment payments (the total will be divided evenly among the installments added, including the initial checkout payment)
  7. Optional: Toggle processing fee charge to the recipient on or off
    1. If toggled on, the transaction processing fees will be included in the recipient's invoice amount
    2. If toggled off, the transaction fees will be paid by the sports organization
  8. Click Save & Continue
  9. Optional: Filter/search within your member list for desired recipients
    Note: If your organization has over 100 members, your member selection list will be blank until a search filter is applied or the Search Members button is clicked.
    1. Optional: Select the Players, Non-Players, Managers, or All Members options next to Search Members to filter your members by member type
    2. Optional: Select the drop-down to filter the member list by team, division, or member name and enter or select the desired filter terms in the field/drop-down provided
    3. Optional: Click Add Search Criteria to create additional filters for your search
    4. Click Search Members
  10. Select members to apply the invoice to by clicking the green + button
  11. Click Save & Continue
  12. Optional: Enter invoicing email subject and body
  13. Click Skip This Step or Send Invoices

What Happens Next

You'll be taken to the invoice screen where you can view the batch invoice info, invoice overview, any past due invoices, and the list of members that the invoice applies to. You can add additional members to the invoice list by clicking  Add Recipients in the upper right corner. Invoice recipients will receive an email notification of the invoice to every email under their profile, which they can view and pay via credit card or offline in a direct payment to the organization via cash or check. You can check your invoice batch in TeamSnap to view who has paid vs. who still owes. Invoices currently cannot be edited. 

Manage Invoices

  1. Click the Payments tab
  2. Click Invoicing
  3. Optional: Select a search category from the Advanced Search drop-down and enter a filter term to filter the list
  4. Optional: Click the Resend button above the batch list to resend the invoice batches with a message
    1. You can select a subset of recipients to send the message to based on invoice status  
    2. Enter subject and body
    3. Click Resend Invoice
  5. Optional: Click the Cancel button to cancel all open invoices
    1. This cannot be undone
    2. Click Yes, Cancel Invoice to confirm
  6. Hover over the SnapActions button in the Actions column next to the invoice batch that needs to be managed
    1. Optional: Click View Invoice Batch to view invoice list for that batch
    2. Optional: Click Resend Invoice to select all or selected invoice statuses to resend invoices to with a message
    3. Optional: Click Cancel Invoice Batch
      • 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.
      • The status of the batch is based upon 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 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)
  7. 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
      • Click the Add Filter button to filter down the member list by player/non-player status and team, division, or member name
  8. Hover over the SnapActions button in the Actions column next to the invoice recipient that needs to be managed
    1. Optional: Click Resend Invoice to send the invoice and an email message to the recipient
    2. Optional: Click View Invoice to manage recipient's invoice
      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. Optional: Click Cancel Invoice to cancel the recipient's invoice
    4. Optional: Click Delete Invoice to delete an unpaid invoice (this option is only displayed for invoices with no payments logged)
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