For some associations, it is important to send invoices, for example for membership fees, to an address other than the member's personal address. This could be the member's employer or their own company.
Introduction to Invoice addresses
By default, invoices are addressed to the member and we use the contact details (address and email) from the ‘Personal details’ tab.
In Congressus, you can create different invoice addresses based on additional fields in your membership administration. This allows you to give members the option to specify a different (company) name, address, and email address for invoices from your association.
Please note: Invoice addresses work based on additional fields in your membership administration. You can have these additional fields added to your membership administration via Congressus support (chat or support@congressus.nl).
For the attention of
If the addressee is different from the member, it is possible to add ‘For the attention of’ to the invoice address. You can choose the name of the member here or use an extra field in your administration.
Alternative email address for invoices
Sometimes the member wants the invoice to be sent to a different email address. This is also possible based on extra fields in your administration.
Personalized reference
In addition to the addressee, it is also possible to add a reference to the invoice. You can use various tags in this reference to personalize the reference on the invoice. This allows you to add a cost center or PO number to the invoice, for example.
Managing Invoice addresses
You can manage invoicing addresses via ‘Settings > Invoice addresses’. Here you can view the invoice adresses you have created, edit them, and add new ones.
Add Invoice address
In the overview of invoice addresses, click on ‘Add invoice address’.
Give the invoice address a recognizable name. This name will also be visible in the member's profile.
Select a recipient, address, and email address for this invoice address. By default, we use the member's contact details from the ‘Personal details’ tab in your membership administration.
Add a reference if necessary. You can use tags for this. The most important tags are explained below this field. If you want to use tags for specific fields in your membership administration, please contact Congressus support.
Click on ‘Add invoice address’.
Change invoice address
You can modify existing invoice addresses. The changes you make will be applied to all future invoices. Modifications will not affect invoices that have already been created.
Allow members to change their invoice address
You can set whether the invoice address can be changed for both Congressus Manager and the website. You can do this via the ‘Field settings’.
In Congressus Manager
Go to ‘Settings > Member statuses’.
Select the member status for which you want to change the field settings.
Go to the ‘Congressus Manager fields’ tab.
Adjust the display of the ‘Invoice address’ field in the desired column.
Click on ‘Save changes’.
In the member profile on the website
Go to ‘Settings > Member statuses’.
Select the membership status for which you want to change the field settings.
Go to the ‘Website fields’ tab.
Adjust the display of the ‘Billing address’ field in the desired column.
Click on ‘Save changes’.