Invoicing System Overview
The Invoicing module, located under the Finance section, allows administrators to generate, manage, send, and download professional invoices for club-related activities. It supports detailed itemisation, tax and discount handling, and PDF/email integration — providing a complete invoicing workflow tailored to angling clubs and similar organisations.
Purpose
This module centralises financial interactions with members, customers, or external partners. It is commonly used to issue invoices for:
- Membership fees
- Coaching sessions
- Event bookings
- Equipment rentals
- Sponsorships or advertising
- Venue bookings
Creating an Invoice
To create a new invoice, navigate to Finance > Invoices and select Create Invoice. The form is divided into several tabs for ease of use:
1. General Information
Begin by entering the customer's name, email address, and billing address. The invoice number is auto-generated and locked to maintain consistency and prevent duplicates. You'll also set the invoice and due dates in this section.
2. Invoice Items
This tab allows you to add line items to the invoice. For each item, provide a description, quantity, and unit price. The subtotal is calculated automatically. Multiple items can be added and reordered as needed.
3. Payment Details
Specify any discount and tax rate to apply to the total invoice. The system will automatically calculate the final total after discount and tax are applied. You must also select the status of the invoice, which can be:
- Draft – not yet ready to send
- Pending – issued but not yet paid
- Paid – payment has been received
- Overdue – payment is late
4. Notes & Terms
Use this section to enter any additional notes, payment instructions, or custom terms and conditions relevant to this invoice.
Invoice Management
Once created, invoices appear in the listing view where key information is displayed, including invoice number, customer name, invoice and due dates, amount, and status. From here, you can:
- Edit existing invoices
- Download a professional PDF version
- Email the invoice directly to the customer
Invoices can also be filtered or sorted based on status or date. Bulk deletion is supported.
PDF Generation
Each invoice can be downloaded as a professionally formatted PDF using a branded template. The PDF includes:
- Club or tenant logo
- Customer billing information
- Line items with quantities and totals
- Summary of discounts, tax, and final amount
- Notes and terms
The logo used is pulled directly from the tenant’s media settings, ensuring brand consistency across all documents.
Emailing Invoices
You can send invoices directly via email using the built-in email function. The system will attach a PDF version of the invoice to the email and send it to the specified customer email address.
If the customer email is missing, the system will notify you and prevent the action from completing.
Automation & Accuracy
The module ensures accurate calculations at each stage:
- Subtotals are calculated per item
- Discounts are applied before tax
- Total is updated in real-time as line items or rates change
All financial values are stored in the database and can be audited or exported as needed for accounting purposes.
Summary
The Invoices module is a comprehensive billing system designed to meet the operational needs of clubs, associations, or businesses managing financial interactions. It supports full control over invoice creation, branding, payment tracking, and communication. By placing it within the Finance category, administrators gain quick access to essential financial records in one central location.
This tool is ideal for treasurers, finance officers, or club administrators who need to generate accurate, branded invoices and track payment statuses without relying on external accounting platforms.