Invoicing provides a complete solution for organizations to issue, email, and accept payments for invoices. Invoices may be set up with various invoice policies with due dates, late fees, and discount schedules. Payment schedules, templates, and email formats are defined as payment policies and may be used by any number of invoices. Invoices use "Policies" to determine how they behave and respond to payments.
This article includes:
Invoice Policy
Invoices
Email Invoice Designer
Web Invoice Designer
Invoice Policy
Click the “+ NEW” button to create a new Invoice Policy or select Edit from the Action list on an existing Invoice Policy.
Account Information – If you have more than one Click & Pledge account, select the account this invoice is for.
Invoice Details
- Policy Name – Enter the name of this Policy
- Policy Status – Set status of Policy to Active or Inactive
- Net Days – Number of days when payment is due.
- How Many Invoices do you with to create in advance? – Enter the number of invoices you wish to create for recurring installments. This is used for NPSP (Nonprofit Success Pack) forecasting. Opportunities for each invoice will be created and set to the Stage you have selected in the Opportunity Stage section below.
- Subject – Subject Line for Invoice email.
- Invoice Email Template – You may select an existing template or create a new one by clicking on Design Invoice Email Template in the menu on the left.
- Invoice Web Template – You may select an existing template or create a new one by clicking on Design Invoice Web Template in the menu on the left.
- From Name – Who is this email from?
- From Address – What email is this address from?
- Reply to Address – What is the email reply to address?
- BCC – Enter internal email addresses to receive copies of this invoice.
Early Payment Discount – Click the “+ Add” button to create Early Payment Discounts(s). Discount terms will be printed on the invoice
- Percentage – Enter the % discount that will be given for early payment.
- Fixed amount – Enter a fixed amount for the discount rather than a % discount.
- Days before due date – Number of days before the due date that invoice must be paid to receive the discount.
Late Fee Policy – Click the “+ Add” button to create a Late Fee Policy. You will need to add policy to invoice
- SKU – Enter the SKU to be used for mapping.
- Campaign – Enter the Campaign associated with the Late Fee.
- Rate (%) – Enter the % of the late fee
- Flat Fee – or enter a fixed amount for the late fee.
- Days After Due Date – How many days after the due date will a fee be applied.
Additional Payment – Enable the Check Box if you would like to allow additional payments on the Invoice.
- Item Name – Enter the Item Name for the Additional Payment
- SKU – Enter the SKU to be used for mapping
- Campaign – Enter the Campaign associated with the Additional Payment
- Tax % – Enter the tax amount is applicable.
- Tax Deductible % – Enter the tax-deductible amount.
Payment & Tax Options
- Payment Options – Select Payment Option.
- Tax Deductible Options – Select Tax Deductible Options.
Messages
- Thank you Message – Enter the default Thank You Message
- Decline Message – Enter the default decline message.
- Terms & Conditions – Enter Terms & Conditions if applicable
- Acknowledgement Mandatory – Enable check box if acknowledgement is mandatory.
Internal Alerts – Enable the Check Box if you would like to use Internal Alerts
- Send Email – Enter the number of days to send the email Alert.
- Days – Select the option for sending in relation to the due date.
- Send To – Enter the email address the alert will be sent to.
- Subject – Enter the subject line for the alert email.
Opportunity Stage (Define New Stage) – Select the stage for the Invoice. You are required to set the stage for: Issued Invoice, Paid Invoice, Past Due Invoice, and Declined Invoice
Reminders – Click the “+ Add” button to create Invoice due date reminder to customers. Multiple reminders may be created and sent until the Invoice is paid.
- Select Template – Select the template to be used for the reminder
- Send – Enter the number of days before or after the due date to send the reminder.
- Before / After Due Date – Select when to send the reminder - Before Due Date or After Due Date.
- Subject – Enter the Subject for the reminder email.
Invoices
Click the “+ NEW” button to create a new Invoice.
Invoice Details
- Invoice Name – Enter the name of the invoice you are creating.
- Invoice Policy – Assign the Invoice Policy for this new invoice
- Account Number –
- Due Net (Days) – In how many days is the invoice due?
- This is a Recurring Payment – Enable the check box if this is a recurring invoice and enter the following information:
- First Invoice Send Date
- How many invoices do you wish to create in advance?
- Send Subsequent Invoices Every - select an option
- Ending - select an option
- Send date (if recurring payment not selected)
- Invoice Number - Invoice Numbers may be customized in the
- BCC – Email address for internal email notification(s) of Invoice
Billing Information
- Existing Patron Lookup – If this is for an existing patron, enter their name in the lookup field and select from list.
- Billing Details – If this is not for an existing patron, enter the patron’s name, email, and additional information as needed.
Shipping Information
- Add Shipping Information – If shipping information is needed, enable by checking the box. If enabled shipping fields will be added to the invoice.
- Use Same address as Billing – You may check the box to use the billing information if it is the same as the shipping information.
- Allow for editing – Check this box to allow the shipping information to be edited
Payment Description
- Item Name: This is the item information on the receipt and in reports.
- Description – Description of Item.
- Item SKU – Enter SKU if needed for mapping
- Quantity – Enter quantity. Minimum of 1 if required.
- Unit Price ($) – Enter donation amount
- Unit Discount ($) – Enter discount amount if applicable
- Unit Tax ($) – Enter Tax amount if applicable.
- Unit Tax Deductible ($) – Enter the tax-deductible amount.
- Item Campaign – Enter the Item Campaign.
- Convenience Fee ($) – Enter the Convenience Fee if applicable.
Tracker & Campaign
- Tracker – Enter the Tracker if applicable.
- Salesforce Campaign – Enter the Salesforce Campaign.
- CONNECT Campaign – Select the Connect Campaign if applicable.
- Form Name – Select the CONNECT Form name if applicable.
Receipt Details
- Send Receipt – Enable the check box to send a receipt to the patron.
- Receipt Header – Enter the Receipt header
- Receipt Templates – Select the CONNECT Receipt Template
- Thank You Message – Enter the thank you message for the receipt.
- Terms & Conditions – Enter Terms & Conditions if applicable.
When complete, click the Save button or Save & Send button.
Email Invoice Designer
Click the “+ NEW” button to create a new Email Invoice Design
Select a template and drag elements from menu on the left. Once completed, click Save button and name your template.
Web Invoice Designer
Click the “+ NEW” button to create a new Web Invoice Design
Select a template and drag elements from menu on the left. Once completed, click Save button and name your template.