Creating Invoices

April 17, 2019

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Kicksite provides you with the ability to create invoices so that you can easily track payments within your system. To create an invoice, hover over the Finance menu and click on New Invoice.

The first step to creating a new invoice is attaching a student or prospect to it. Begin by typing the name of the client in the box for Person Name. As you type the client’s name, a list of students’ names will appear below this box that share the letters that you are typing. When you click a name from this list, it will link this invoice to the client. If the client on the invoice needs to be changed, click on the Search Again link.

Note: After you link a student to an invoice, the student will be able to access a read-only copy of the invoice through their user profile.

To the right is the ID number of the invoice. This number is automatically assessed to the invoice when it is being created. This number can be adjusted if you so choose; however, keep in mind that the next invoice you create will have an ID number one higher than the previous one created in the system.

The next line is for the issue date. This date is when the invoice will officially be issued.

The Auto-Invoice option allows you to create Recurring Invoices that can be used in lieu of billing with auto-draft. It can also be used to split up payments for events, seminars, and pro-shop items. By checking this box, you can choose to set up series of invoices, choosing the frequency and number of the new invoices.

Choosing the Due Date sets when the payment is due. Any invoices that are past due will show up in the Billing Dashboard in the past due section. It will also show on the main dashboard and can trigger automated messages, if those are turned on. For more information on Automated Messages, Click Here.

You can also choose to assess late fees for past due invoices.

Sales tax is defaulted to the parameters set in the Invoice Details (in the Settings menu). The sales tax can be toggled on and off as needed to allow you to invoice for anything from tuition to testing fees to pro shop items. You can also adjust the sales tax on the fly.

The next step is to add line items to the invoice. Each line item can add a quantity, a description, and a price. Multiple line items can added and each line item can have tax added or removed as needed.

If you have built an Inventory list, those items will be available on the right side of the page to add as line items.

(Optional) You can type in extra details about the invoice in the Notes box.

Check the final box if the invoice has any line items that contain physical items.

The final step is to click Create Invoice.

After you create the invoice, Kicksite shows the completed invoice. From here, you can email the invoice to the client, print a copy, edit, or delete the invoice. The invoice will not be automatically emailed to the student. You must click Email Invoice to send it to the student. You can also record a payment or process a transaction (available to Solupay users).

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