You will need the Full Write Accounting permission to perform this action.
Create an invoice when someone owes your church money, such as a facility rental, an event fee, or a program charge. Accounts receivable is money owed to your church that hasn't been paid yet. Each invoice shows as an asset in your chart of accounts until it is paid.
Add an invoice
Go to Accounting > Receivables in the left-hand menu.
Click Add New at the top of the page. The Add Receivable window opens, with General, Options, and Files tabs.
On the General tab, fill in the fields described below, and add a line for each charge under Line Items.
On the Options tab, check the payment options. To email the invoice to the customer, turn on Send to customer?. See Options tab below.
Click Save. To add several invoices in a row, check Keep open to add another first.
Warning: If Send to customer? is on, the invoice email goes out as soon as you click Save.
General tab fields
Account - the receivables account for this invoice. This field is required. Only accounts with Use as receivable? checked in your chart of accounts appear here. See What do the account options mean?. Saving the invoice increases this account's balance.
Invoice # - the number that identifies the invoice. It shows on the invoice your customer sees.
Subject - an optional short summary of what the invoice is for. It shows on the invoice.
Bill Date - the date of the invoice. This field is required.
Terms - when payment is due: None (you enter the due date yourself), Due on receipt, or Net 15, Net 30, Net 45, or Net 60 (due that many days after the bill date). Any choice other than None fills in the due date for you.
Due Date - the date payment is due. This field is required. It is filled in from Terms, and you can change it.
Customer - the person or business who owes the money. This field is required. Begin typing to search. If the customer isn't found, click Add New in the search results.
Notes - optional text shown at the bottom of the invoice. Anyone who opens the invoice online, including the customer, can see it.
Tip: To manage the businesses in the customer list, go to Contacts in the left-hand menu and open the Businesses tab.
Line items
Account/Fund - the income account and fund for the charge. This field is required.
Description - what the charge is for. It shows on the invoice, so a clear description helps your customer understand the bill.
Amount - the amount of the charge. This field is required.
Click the plus sign at the end of a row to add a line, or the X to remove one. clear all removes every line. The running Total shows below the lines.
To label a line with a department, ministry, or campus, click Add tags under its description. See How do I tag a transaction?.
Options tab
The Payment section controls whether the customer can pay this invoice online. It starts with your church's default payment options, and you can change them for this invoice. Online payment requires One Church Giving. See How do I set invoice payment options and logo?.
The Email Invoice section sends the invoice to the customer. When you turn on Send to customer?:
Choose Who is this from?: a specific person or your organization.
Choose a Template, or keep Default Message.
Check the Subject and Body. The default message includes a link to the invoice. Keep the {invoice_link} placeholder in the body so your customer can open and pay the invoice.
Files tab
Upload files to keep with the invoice, such as a signed rental agreement.
After you save
The invoice appears on the Listing tab of the Receivables page until it is paid. Click view invoice under the invoice number to see it the way your customer does. See How do customers view and pay an invoice online?.
If the customer pays by cash or check, see How do I record an offline payment for an accounts receivable?.
Tip: For invoices that go out on a schedule, such as monthly tuition, set up a repeating receivable instead. See How do I set up a repeating receivable?.