Manual invoices & cash payments

Overview

Manual invoices let you charge a member for anything that isn't handled by their recurring subscription — a registration fee, kit purchase, or one-off event — and record a cash or bank-transfer payment against any outstanding invoice. Both actions are available from Finance → Invoices.

Creating a manual invoice

1. Go to Finance in the sidebar and click the Invoices tab.
2. Click New invoice.
3. Fill in the form:

1. Click Create invoice.

The invoice is created with status unpaid. If you checked Send invoice email, the member's email is dispatched immediately.

Recording a cash or bank-transfer payment

When a member pays by cash, bank transfer, or any method outside Stripe, record the payment manually so the invoice status updates and the Finance summary stays accurate.

1. Open Finance → Invoices and find the invoice (filter by Unpaid or Overdue to narrow the list).
2. Click the invoice row to open it, then click Record payment.
3. Select the payment method (e.g. Cash, Bank transfer) and confirm.

The invoice status changes to paid immediately and a paid_at timestamp is recorded. The payment appears in the Finance summary's Collected this month total.

Downloading a PDF invoice

A PDF version of any unpaid or overdue invoice is available for your records or to share with the member.

1. Open the invoice.
2. Click Download invoice.

Paid invoices do not have a download button in the current release — export the Finance summary or use Stripe's dashboard for paid-invoice PDFs.

How overdue status works

Invoices are not manually toggled to overdue. A scheduled job runs nightly and marks any unpaid invoice whose due date has passed as overdue. You will also see the updated status the next time you open the Invoices page, because the page triggers the same check on load.

Edge cases / gotchas

• Zero-amount invoices: the system permits a £0 / $0 invoice. Use this when you want to formally record a free registration with a paper trail.
• Changing the due date after creation: due dates can be edited on the invoice detail page. Editing the due date does not re-send reminders that have already fired.
• Reminder emails: pre-due and post-due reminder cadences are configured in Club Settings → Billing → Invoice reminders. Reminders fire automatically based on the due date; no manual trigger is available.
• Currency mismatch: if a member's invoice is in a different currency than the club default, the Finance summary displays both currencies separately rather than converting.