Invoices & receivables

The Invoices & receivables page is where your club bills a member directly — a season fee, a levy, a replacement uniform, anything you'd normally chase with a spreadsheet and a polite email. You raise the invoice, ClubHelix numbers it in your own sequence, and it keeps a running balance as payments come in. If an invoice goes past its due date, an automatic reminder ladder chases it for you. You'll find it under Revenue → Invoices & receivables in the admin sidebar.

Three things share the word "invoice" in ClubHelix, so it's worth being clear which one this is:

• This page is your invoice to a member — you're the one being paid.
• Member payments is money that has already arrived.
• Billing is your club's own ClubHelix subscription invoices — ours to you.

Who can use this

Only club administrators can see and use this page. Moderators can't, even with other permissions granted, and it isn't in their sidebar — a member's debts are not something a volunteer with a narrower role needs to read.

Platform support staff can also open the page and make corrections, which is deliberate: if something goes wrong with an invoice mid-season, we need to be able to fix it with you rather than talk you through it.

Members never see this page. A member sees their own invoice and nothing else — never another member's.

You can invoice a member who has no login at all. Since the roster allows account-less members, the invoice uses the name on the roster row, so a junior club that keeps parents' details outside ClubHelix can still bill properly.

What's on the page

• Raise an invoice — the form for raising one, with as many lines as you need.
• The invoice list, grouped so you can see what's outstanding at a glance: each invoice's number, the member, what it's for, the total, how much is still owed, its status and where it has reached on the reminder ladder.
• Payments and credits against each invoice — the running record that produces the balance.
• Reminder activity — which reminders have actually gone out, and when.
• Invoicing settings — your prefix, your next number, default payment terms and the note that appears at the foot of every invoice.

Step by step

Set up your numbering and terms first

Do this once, before you raise your first invoice.

1. Open the Invoicing settings card.
2. Set an invoice prefix — something your treasurer will recognise, like INV- or WFC-2027-.
3. Set the next invoice number. If you're moving across from another system part-way through a year, set this to carry on from where that system stopped, so your books stay continuous.
4. Set default payment terms in days. A new invoice's due date is worked out from this, and you can still change it on any individual invoice.
5. Add a footer note if you want one — bank details for direct transfer, or a line about who to contact about the invoice.
6. Choose whether automatic reminders are on. Leave them on unless you'd rather chase by hand.
7. Select Save settings.

Raise and send an invoice

1. Open the Raise an invoice card.
2. Choose the member it's for.
3. Give it a description — what a member would recognise on their bank statement or in an email, such as "2027 senior playing fee".
4. Add your lines. Each line has its own description, quantity and unit amount, and the total is worked out for you. Use separate lines wherever a member might reasonably query one part of the bill.
5. Check the issue date and due date.
6. Leave Issue it now unticked to save it as a draft — useful if you want to check it over or wait for a committee decision. A draft has no number yet and can still be edited freely.
7. When you're happy, select Issue it on the draft (or tick Issue it now as you save). The invoice takes the next number in your sequence, becomes Open, and starts counting towards its due date.

Record a payment or a credit

1. Find the invoice in the list and open its payments and credits.
2. Add an entry with the amount and the date it was received.
3. The balance owing drops by that amount straight away. Part payments are fine — the invoice stays open until the balance reaches zero, then becomes paid on its own.
4. Made a mistake? Correct the entry. The balance and the status both follow your correction, because the balance is always worked out from the entries rather than stored separately. There's nothing to get out of step.

Write off or cancel an invoice

These are two different answers and it matters which you pick.

• Written off — the debt was real and you've given up on it. Use this for a member who has left owing money. It comes off your receivables and stays on the record.
• Void — the invoice shouldn't have been issued at all. Use this for a genuine mistake. The number is not reused, so your sequence stays gapless and auditable.

Neither one deletes anything. An invoice you've issued is a financial record, so you can always show what happened.

Let the reminders do the chasing

With automatic reminders on, an unpaid invoice is chased by email on its own schedule: a reminder before it's due, a notice on the day, two follow-ups after, and a final notice. Each stage sends once and only once.

To pause chasing on a single invoice — a member has rung to say they're paying next Friday, or there's a hardship conversation happening — select Pause reminders on that invoice. Everything else carries on. Unpause and it picks up where it left off rather than starting again from the beginning.

Field reference

Tips & FAQ

Is this the same as Member payments? No. Member payments shows money that has already arrived, and the bank connection it arrived through. This page is what you're still owed, and the bills you've sent to ask for it. A payment recorded against an invoice here shows up in your payment records too, so your treasurer's export stays complete.

Can I invoice someone who doesn't have a ClubHelix login? Yes. The invoice uses the name on the roster, so account-less members — juniors, or anyone whose parent handles the admin — can be billed exactly like everybody else.

Why can't I edit an invoice after issuing it? Because a member has it. Once a numbered invoice has gone out, changing it quietly would leave the two of you looking at different documents. Record a credit to reduce what's owed, or void it and issue a corrected one.

Will voiding an invoice leave a gap in my numbering? No. The number stays used, which is what an auditor or a bookkeeper expects — a gapless sequence is the point of having one. The invoice simply reads as void.

A member says they were never chased, but the page says they were. They should agree. The page only counts a reminder as sent once a message genuinely left the building, so a reminder that failed to send isn't recorded as a chase. If the two ever disagree, tell us — that's a bug worth knowing about, not a quirk.

Can I stop reminders for one member without turning them off for everyone? Yes — that's what Pause reminders on the individual invoice is for. Turning off automatic reminders in settings switches the ladder off for the whole club.

Does a paid invoice keep getting chased? No. The moment the balance reaches zero the invoice becomes paid and drops out of the ladder.

Can a moderator help me with invoicing? Not on this page — it's administrators only. If someone needs to do invoicing, make them an administrator.

Who can see a member's invoice? The member it belongs to, your club's administrators, and ClubHelix support staff if you ask us for help. Not other members, not the public, and not a governing body above your club.