Whether you are adding new charges, credits, or clearing accounts, you have the ability to push an on-demand invoice through our On Demand Invoicing tile with no need to involve your greekbill rep. You can find the tile in greekbill’s Invoice module.
You can select which members you want to invoice the same day. This is optional., Your automatic monthly cycles will still be in place whether or not you use the On Demand Invoice tile.
How to push an on-demand invoice:
- Create the charges or credits. See Adding and Assigning Charges. If you do that and nothing more, they will be invoiced with the standard monthly invoice and due dates with no further actions. You will find a tile in the Invoice module that shows you what your chapter’s monthly default dates are:
If you’d like to send the invoice immediately and be able to set your own due dates, it is easy…continue with the following steps.
- Select the Invoice module from the menu.
- On the OnDemand Invoice tile click: The invoice Now button to set up an on-demand invoice
- View all cycles button – To view all past on-demand invoices
- Fill in:
- Billing Cycle Title – Add a name for the billing cycle such as “Fall 2023 Continuing Member Dues Billing” or “Fall 2023 T-Shirt Sales”. This will be for your reference later when you view the previous on-demand billing cycles.
- Invoice Date – For an on-demand invoice, this field cannot be modified and today's date is hard-coded in. This is the date that an e-bill notification is sent to the selected members with pending charges after you complete the invoicing process.
- Due Date – Select the date when you want your charges due. The due date must be within 30 days of the invoice date.
- Notes – Optionally, you can include invoice-related notes as needed. This is primarily useful if the Billing Cycle Title doesn’t tell the full story of why you pushed this batch of invoices..
- Click the Continue button
- Select Members to Invoice – The members available to be selected for invoicing are those that have one or more pending charges assigned to their account. You can select them one at a time (by clicking the circle to the left of their name) or you can select all (by clicking the circle at the top). (If you meant to invoice someone and they don’t appear here, exit this and go create the charges first.) Members can only be invoiced once per day. If you need to invoice someone who has already been invoiced today, you’ll need to wait until tomorrow to send the second invoice.
- Click the Review button.
- Review the details of the on-demand invoice dates, notes, and who is getting invoiced. If you need to make any edits just click the “Edit link that follows Billing Cycle Title you assigned in the review screen.
- If everything is ready, click the link Complete button. The invoices will be queued up to send and you will receive an email confirmation once they have been sent, which is typically within an hour.
If you need to find something in a previous cycle, click the View all cycles button on the On Demand Invoicing tile. You will be presented with a list and may click to see the details.