Invoices

An invoice in 1Club is a receivable document that groups one or more transactions under a single number, with an issue date, a due date, line items, and a downloadable PDF. It is the artifact you send to a member or a corporate account when you want a formal record of what is owed. Invoices do not move money on their own. Money moves through payments, which the invoice flow can trigger but does not replace. Deleting or editing an invoice never touches a settled payment. Revenue > Invoices holds two kinds of document, chosen by Document type:

• An Invoice is the tax document. It counts towards your revenue and fiscal reporting.
• A Pro-forma is a request for payment issued before the invoice exists. It is not a tax document, it is excluded from fiscal reporting, and it numbers in its own series. See Pro-formas.

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Overview

From Revenue > Invoices you can:

• Create invoices and pro-formas manually, one line at a time, or invoices in bulk with a bill run.
• Switch the grid between invoices and pro-formas with the Document type control in the toolbar.
• Track every document across the All, Pending, Paid, and Overdue tabs, with server-side search and per-tab counts.
• Collect by recording a payment or emailing the document with a payment link.
• Email any document with its PDF attached, whether or not you use Stripe.
• Issue an invoice from a pro-forma once the customer commits.
• Download a branded PDF for any document.
• Edit fields and line items, or delete a document and revert its transactions so they can be re-invoiced.
• Multi-select rows for batch delete.

Numbering, currency, and the PDF layout all follow your organization’s billing settings, so every document you send looks consistent.

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How invoices get created

Four paths:

1. Manual single invoice. Open a transaction and use its invoice action. The transaction is wrapped in a one-line invoice and marked isInvoiced = true so a bill run won’t sweep it again.
2. Manual full-page create. From Revenue > Invoices click Add and choose Invoice, then pick a contact, optionally attach a billing account, and add line items.
3. From a pro-forma. Choose Pro-forma from the Add menu instead, then use Issue invoice on it later. See Pro-formas.
4. Bill run. A bill run sweeps every billable transaction in a period and groups it into invoices by contact. This is the right tool when you have many transactions to invoice at once. Bill runs only produce invoices, never pro-formas.

A new document gets a generated number from the template for its own document type, a currency inherited from the organization, and (for bill runs) a due date 30 days out. Manual documents use the invoice date and due date you enter.

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Creating a manual invoice

1. Go to Revenue > Invoices and click Add, then choose Invoice as the document type.
2. Choose the Contact the invoice is billed to.
3. Optionally choose a billing Account (a household or company). The account must belong to your organization, and the contact you picked must be the account’s primary contact or one of its members, otherwise the save is rejected.
4. Set the Invoice date and Due date.
5. Add Line items: each needs a description, quantity, and unit price. The total is the sum of the line items unless you enter an amount directly.
6. Save. The invoice number is generated automatically.

When a line item references a transaction, saving the invoice flips that transaction to isInvoiced = true and recalculates the invoice status from the linked transactions.

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The invoices grid

Revenue > Invoices shows every invoice for your organization with tabs All, Pending, Paid, and Overdue. Each row carries the invoice number, contact, billing account (when the invoice is billed to a household or company), invoice date, due date, total amount, the bill run ID if any, and status. Search matches invoice number, contact name, and contact email. Row actions:

• View opens the invoice details.
• Pay opens the payment dialog (shown only for pending invoices).
• Delete removes the invoice, deletes its line items, and reverts every linked transaction back to isInvoiced = false so the obligation can be re-invoiced.

Select multiple rows to reveal the Delete bulk action, which uses the same revert-linked-transactions behavior for every selected invoice.

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Invoice details

The details page shows:

• Invoice details card with the invoice date, due date, total, status, and the bill run reference when present.
• Account and Contact cards on the right.
• Line items, each with description, quantity, unit price, total, and a link to the source transaction.
• Billing information listing related bookings and memberships, each linking to the underlying record.
• Amount breakdown with subtotal, tax, and total.
• Payment information when the invoice has been associated with a Stripe payment, including the payment ID, a View in Stripe Connect link, and a Refresh payment status button that re-queries Stripe and updates the invoice if the state has changed.

The header carries these actions, conditional on status:

• Add payment (pending only): record a payment against the invoice. Uses the same dialog as the Payments flow.
• Send (any status except paid or cancelled): emails the document to the contact with its PDF attached, optionally including a payment link. See Sending a document.
• Issue invoice (pro-formas only, and only once): creates the tax invoice from this pro-forma. See Pro-formas.
• Download: fetch the invoice PDF.
• Edit: change invoice fields or line items.
• Delete: same behavior as the grid action.

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Invoice operations reference

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Charging a stored payment method

There is no “Charge stored card” button on the invoice details page. In the admin UI you collect manually with Add payment (record what you took outside Stripe) or Send (email a payment link). Charging a saved card directly is available programmatically through the charge endpoint and is what the automated membership renewal engine uses under the hood - see Bill runs. When a stored card is charged, the amount is capped to the sum of the invoice’s unpaid, non-void line items, not the raw invoice total. So if a future-period line was voided (for example after a membership pause), the charge collects only what is genuinely outstanding. On success, the linked transactions flip to paid, any pending bookings on them become confirmed, and the invoice’s Stripe integration data is updated.

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Sending a document

Send emails the document to the contact with its PDF attached. The dialog offers:

• Send to - the billing email on file. If the contact has none, the dialog says No billing email on file and the send is blocked.
• Message - an optional personal note added to the email.
• Include the payment link - attaches a hosted payment link so the customer can pay from the email.

Sending does not depend on Stripe. You can email an invoice or a pro-forma with its PDF whether or not a payment provider is connected, and whether or not you include a link - useful when the customer pays by bank transfer. The document records when it was last sent; if the send fails, that stamp is left untouched so you can retry safely.

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Downloading the PDF

Download renders the invoice as a PDF on demand. The document includes your organization’s logo and address, the bill-to party (the billing account’s legal name and VAT number when an account is attached, otherwise the contact), the invoice number and status, the line items with a tax column, the subtotal/tax/total breakdown, any notes, and a payment link when one exists. Nothing is stored; the PDF is generated fresh each time from the current invoice data.

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Document numbering

Each document type has its own template and its own counter, both at Settings > Billing:

• Invoice Numbering Template - default INV-[id].
• Pro-forma Numbering Template - for example PRO-[id].

Placeholders are the same in both:

• [id] inserts the sequential counter for that series (1, 2, 3, …). This is the placeholder the UI documents.
• [year], [month], and [orgId] are also supported, so a template like INV-[year]-[id] produces INV-2026-42.

The two series are independent, so a pro-forma never takes a number out of the invoice series. Issuing invoice 42 and pro-forma 7 on the same day is normal, and converting a pro-forma consumes the next invoice number, leaving the pro-forma series untouched. Each counter is per organization and assigned under a lock scoped to that series, so numbers stay unique and gapless within your organization even when two staff members create documents at the same moment.

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Invoice statuses

Invoice status is normally derived from the linked transactions: Transactions in the overdue state count as pending for this derivation. cancelled is sticky - once an invoice is cancelled it stays that way. Some Stripe webhook paths set failed directly when a charge fails, so you may briefly see failed before the next status recalculation.

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Overdue and due-soon views

Two dedicated lookups back reminders and dashboards:

• Overdue returns invoices whose stored status is still pending and whose due date is in the past.
• Due soon returns pending invoices whose due date falls within the next N days (7 by default).

Both are stricter than the grid’s Overdue tab, which simply filters on the stored overdue status. An invoice only lands in the grid’s Overdue tab after status recalculation flips it; the overdue lookup catches pending invoices the moment their due date passes.

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Pro-formas

A pro-forma is a request for payment you issue before the tax invoice exists. Use one when the customer needs a document to pay against but you should not book the revenue yet: a corporate client whose finance team pays on a document, a deposit against a tournament, or a quote the customer has not committed to. A pro-forma looks and behaves like an invoice - same line items, same contact and billing account, same branded PDF, same Send - with three deliberate differences:

• It is not a tax document, so it is excluded from fiscal reporting.
• It numbers in its own series, so it never takes a number out of the invoice series. See Document numbering.
• It can be converted to an invoice, once, with Issue invoice.

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Creating a pro-forma

1. Go to Revenue > Invoices and click Add.
2. Choose Pro-forma as the document type.
3. Fill in the contact, dates, and line items exactly as you would for an invoice.
4. Save. The number comes from your pro-forma template.

To see existing pro-formas, switch the Document type control in the grid toolbar. The grid shows one type at a time, so invoices and pro-formas never mix in the same list or in the tab counts.

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Issuing an invoice from a pro-forma

When the customer commits, open the pro-forma and click Issue invoice. 1Club confirms:

This issues a new invoice from this pro-forma, taking the next number in the invoice series. The pro-forma is kept as sent.

What happens:

• A new invoice is created, copying the pro-forma’s contact, amounts, line items, and notes, and taking the next number in the invoice series.
• The pro-forma is kept, linked to the invoice it produced. It is not deleted, so the document you already sent the customer stays valid and auditable.
• The link is one-way and permanent. A pro-forma can be converted once; the action is not offered again afterwards.

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When to use which

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Collecting on an invoice

You have two options from the invoice detail page:

• Send the document with a payment link included. The contact pays through a hosted payment page. On success, the linked transactions flip to paid, any pending bookings on those transactions become confirmed, and the invoice’s payment data is updated.
• Add payment to record what you collected outside the provider (cash, bank transfer, manual card terminal). This creates a payment row, links it to the invoice’s transactions, and updates status.

The invoice’s totals are derived from its line items, which point at transaction IDs. Editing the underlying transaction prices after issuing the invoice will not retroactively change the invoice total.

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You cannot collect more than the document owes

A payment is checked against what is still owed, not against the document total, so a second payment cannot overshoot. If a colleague has already taken 400 on a 1,000 invoice, the most you can add is 600. This also holds when two staff members collect at the same moment. The balance is claimed the instant one of them starts, so the second attempt is refused with the balance that is genuinely left rather than both succeeding and putting 2,000 against a 1,000 document. An attempt that is started and abandoned (the browser is closed mid-payment, for example) releases its claim after a few minutes, so a stalled attempt never locks a document permanently.

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Worked examples

Padel club - corporate account, one document. A local employer books a weekly padel court for its staff league. You attach every court transaction to the company’s billing Account, then send one invoice per month. Because the invoice is billed to the account, the PDF shows the company’s legal name and VAT number as the bill-to party, and the staff member’s name appears as a subline. Jiu-jitsu gym - historical migration. You are moving off a spreadsheet and importing last year’s already-collected membership dues. Create the invoices, then record a payment on each with a manual method (Cash or Bank transfer) dated when the money actually arrived. They land in the Paid tab with a real payment record behind them, and no phantom card charges are created. Padel club - corporate deposit up front. A company wants to reserve four courts for a summer league and their finance team needs a document before releasing funds. Issue a Pro-forma for the deposit and Send it with the PDF attached. When the transfer lands, record the payment, then use Issue invoice to produce the tax invoice for their books. The pro-forma stays on file as the document they originally paid against. Pilates studio - reformer package sold on account. A member buys a 10-class reformer package but wants to pay by bank transfer. Create a single manual invoice with one line item for the package, email it with Send or hand them the Download PDF, and when the transfer clears use Add payment to record it. The package transaction flips to paid and the invoice moves to the Paid tab. Climbing gym - chasing late payers. At month end you pull the due-soon list to nudge members whose dues are due this week, and the overdue list to follow up on ones that have already lapsed. Members who paid by link show up as paid automatically; the rest stay pending until you record a payment.

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Tips & best practices

• Every settled invoice needs a payment record. There is no status-only shortcut, so for money collected outside 1Club record it on a manual method rather than looking for a Mark as paid button.
• Attach a billing Account whenever a company or household is the payer, so the PDF bills the right legal entity and VAT number.
• Set both numbering templates before you issue your first document. Including [year] keeps numbering readable across financial years, and the two series are independent so you can format them differently.
• Reach for a pro-forma when the customer needs a document but the revenue is not yours yet. Converting later is one click and keeps both documents.
• To re-invoice an obligation, delete the invoice rather than editing it. Deletion reverts the linked transactions to billable; editing prices does not change what the transaction owes.
• Use the Refresh payment status button on the invoice details page if a member says they paid a Stripe link but the invoice still reads pending.

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Troubleshooting

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Related

• Transactions
• Payments
• Bill runs
• Export - bundle invoices for QuickBooks.