WHY THIS STEP | Every registration, ticket purchase, and manual charge in your organization generates an invoice or a receipt. This tab is the single source of truth for what has been billed, what has been collected, and what is still outstanding so you don't have to track payments separately across Stripe, email, and spreadsheets. |
Find an Invoice
Click Sales & Reporting in the top navigation menu.
Click Invoices. The Invoices & Receipts table lists every invoice and receipt for your organization, listing the newest first.
Use Search invoices to look up a record by customer name, invoice number, or email.
Use the Any status dropdown to narrow the list to Draft, Open, Partially Paid, Payment Authorized, Paid, Closed, Canceled, Discarded, Void, or Superseded.
Use the Any type dropdown to show only Invoices or only Receipts.
Use the Any due date dropdown to filter by Last 7 days, Last 30 days, Last 90 days, or a Custom range.
Click the Customize columns icon (top right of the table) to choose which columns are displayed: No. (invoice number), Customer, Type, Status, Due Date, Balance, Total, Date, Season, Event, and Email can each be toggled on or off. Click Save changes.
TIP | Click any column header (No., Customer, Balance, Total, Date, etc.) to sort the table by that column. An arrow shows the active sort; click again to reverse it. 
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Select and Export Multiple Invoices
Use this when you need a batch of invoices outside the platform for reconciling with your bank statement, sending to a bookkeeper, or archiving a season.
Check the box next to any invoice, or click the header checkbox to select every row currently loaded.
A toolbar appears showing the count selected along with a running Total and Balance for everything you've checked.
Click Export CSV to download the selected invoices as a spreadsheet, or click Clear to deselect everything and return to the full table.
View an Invoice
Click any invoice number in the table (for example, INV-571) to open the invoice detail page. What you see here depends on the invoice payment status.
The header shows the invoice number and its current status badge.
The summary cards across the top of the page will vary based on the invoice status.
For a Paid invoice, the summary cards indicate the Invoice Total, Remaining balance due, the amount Refunded, and the Net to Org amount.
For an Open invoice (one that has not yet been paid), the summary cards will list the Invoice Subtotal, the Estimated Total Due (listed as a range), and the invoice due date (listed as Due In # days).
For a Partially Paid invoice (not yet paid in full), the summary cards show the Invoice Total, Remaining amount due, the amount Refunded, and the Net to Org funds.
For a Void invoice (one that's been canceled), the summary cards display the Invoice Subtotal, the Estimated Total Due, and the invoice due date (listed as Due In # days).
The Line Items table lists each product, description, quantity, unit price, and line total that make up the invoice, including registrations as well as service and transaction fees.
Use the Share Payment Link button to copy or view the invoice link. This can be shared directly with the customer to receive payment.
Use the Download PDF button to export the invoice in PDF form.
Click the Issue Refund button in the top right to begin the refund process. Or navigate to the bottom of the page for Payments & Refunds.
The Payments & Refunds section shows how much has been collected against the total. Once a payment exists, it's listed with its method (for example, Visa •••• 0000), date, amount, and a Receipt link, plus a Refund link if it's eligible to be refunded.
The Bill To card shows the customer's name, email, phone, and billing address.
The Key Information card shows the Created Date, Due Date, Paid Date, and any Internal Notes on the invoice.
TIP | If the transaction fee is passed to the payer, as is the default setting, it shows as a range — bank transfer (ACH) costs less than a credit or debit card, so the exact fee is only finalized once the customer pays. This can be updated in Organization Settings. |
Record a Payment Manually
Use this when a customer paid you outside the platform, for example, cash at the front table, a check in the mail, or a payment taken over the phone.
On an open invoice, click Record Payment.
Choose a Payment method — Cash, Check, or Other.
Confirm the Amount (it defaults to the full balance due) and add any Notes for your own records.
Click Record Payment to save it. The invoice's Collected total and status update immediately.
Issue a Refund
Use this on a paid invoice when a team drops out, a season is canceled, or a customer needs money back for any other reason.
On a paid invoice, click Issue Refund at the top of the page, or click Refund next to the specific payment in the Payments & Refunds section.
If more than one payment exists on the invoice, select which Payment to refund against.
Choose the Refund Amount: Full refund (the full remaining balance on that payment) or Custom amount (a partial dollar amount).
Select a Reason for Refund — Duplicate transaction, Customer request, or Other. This is required and is recorded on the refund for your own reporting.
Click Review Refund to confirm the details, then submit. The customer is notified by email automatically.
Click Confirm & Issue Refund to finalize the transaction.
WATCH OUT | Refunds cannot be undone once they're submitted. Double-check the payment, amount, and reason before you confirm. If you only need to reduce the amount owed rather than return money already collected, edit the invoice instead of refunding a completed payment. |
Void an Invoice
Voiding is for an open invoice that should never be collected — for example, an invoice created by mistake, a duplicate, or for a team that withdrew before paying.
On an open invoice, click Void.
Enter a reason for voiding the invoice. Then confirm the action by clicking Void Invoice. The invoice moves to Void status and is removed from your outstanding balance. The invoice stays on record and is searchable but can no longer be paid or edited.
WATCH OUT | Void an invoice instead of deleting it. Voided invoices stay visible in the table (filter by Void status to find them again) so your records stay complete for reconciliation, even though the charge is no longer collectible. |