Sending invoices is an important part of your association. You can create and send invoices to your members for events, webshop purchases, and membership fees. It is also possible to create separate invoices and send them to your members.
Would you like to create and send membership invoices? Read our explanation about the new membership invoice wizard!
Invoicing within Congressus is easy and clear, making it easy to keep track of your financial administration. This article goes through the most important points of invoices.
Reminders and warnings
Congressus keeps track of when an invoice was sent, but more importantly, when it should have been paid. If an invoice has not been paid on time, you can immediately send a reminder or demand for payment. We keep track of whether and how often you have sent reminders for each invoice.
In the invoice overview, you can immediately see the status of the invoice and how many times it has been reminded.
Read all about reminding and sending reminders
Invoice status
Every invoice has a status. The invoice statuses recognized by Congressus are:
Draft - This invoice has not yet been sent and is only visible in Congressus Manager. Draft invoices are useful for checking whether the invoice is correct before you send it.
Open - The invoice has been sent and the payment term has not yet expired.
Payment in progress - Payment of the invoice is currently in progress, for example via iDeal or direct debit. The status is updated automatically.
Overdue - The payment term for the invoice has expired. You were expecting a payment, but it has not yet been received or processed. You can send a reminder for an overdue invoice.
Reminded - The invoice has been reminded because the payment term has expired and you have not yet received payment. Each reminder has a new payment term. If this expires, the invoice will reappear as ‘expired’ in your administration.
Paid - The invoice has been paid in full.
Uncollectible - Do you expect that the invoice will never be paid? Then mark the invoice as uncollectible.
Invoice workflows
An invoice workflow allows you to set your payment terms and payment period. You can also edit the text used when sending, reminding, and chasing up invoices. You can find the invoice workflows under ‘Settings > Invoice workflows’.
Invoices to members, organizations, and external parties
You can create new invoices for members, organizations, groups, and external parties. This allows you to keep your financial administration centralized, which is convenient and clear.
Do you want to send invoices to a large group of members, for example for membership fees? You can do this directly from a list in the membership administration. This allows you to determine even more precisely for which members you want to create an invoice.
PDF invoice as email attachment
If you choose to send your invoices or reminders by email, we will add the invoice directly as a PDF file in the attachment. Very convenient for the recipient!
Creating credit invoices
It is not possible to cancel an invoice. Instead, you can create a credit invoice. This makes your administration clearer and prevents any problems when you use external accounting.
Read all about credit invoices
Marking invoices as uncollectible
Are you unable to collect an invoice, for example because the member cannot be reached? Then you can choose to mark an invoice as ‘uncollectible’. An uncollectible invoice will no longer be sent as a reminder.
Read all about marking invoices as uncollectible