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Changes for page Managing Invoices

Last modified by David Stadnyk on 2026/04/06 15:23
From version 20.2
edited by David Stadnyk
on 2026/03/26 03:36
Change comment: There is no comment for this version
To version 17.1
edited by Isaac Mejia
on 2025/12/15 16:45
Change comment: There is no comment for this version

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1 1  {{include reference="KBArticleHeader.WebHome"/}}
2 2  
3 -= Managing Invoices | Billing =
3 += Managing Invoices =
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5 -[[image:1774496065606-814.png]]
5 +{{info}}KB: MSI Knowledgebase • Category: Payment Management • Source: [[https://membersolutions-9221154.hs-sites.com/kb/managing-invoices_1487503603>>https://membersolutions-9221154.hs-sites.com/kb/managing-invoices_1487503603]]{{/info}}
6 6  
7 +* [[Invoices/Payments>>1616674929.html]]
7 7  
8 -To search, create, and manage invoices or payments, click **Billing** on the left-hand side of the screen. This will open a page with two tabs: **Manage Invoices** and **Manage Payments**, from which you can search for and manage invoices and payments.
9 + Managing Invoices
9 9  
11 + Created by
12 + Amith, last modified on Jun 10, 2023
10 10  
11 -[[image:1774496086361-737.png]]
14 +**Invoicing/Payments>Manage Invoices**
12 12  
13 -**Searching for Invoices** Search by Invoice ID, Member ID, First Name, or Last Name. You can also search for a group of invoices by date range, Group, or Approval/Payment Status.
16 +To Search, Create and Process Invoices, go to Invoicing/Payments>Manage Invoices.
14 14  
15 -**Create Invoices Due**
18 +image:kb-1487503603-1487602025-1.png
19 +Search by **Invoice ID, Member ID, First Name, Last Name** or Search for a group of invoices by a date range or **Group, Approved** or **Payment Status**.
16 16  
17 -The Create Invoices Due feature allows myVolo to check for all members with account balances currently due and generate their invoices. This is particularly useful for businesses that allow members to accumulate charges throughout the month for a single monthly bill, or those that sell packages and pro-rated memberships that bill automatically on a set day each month.
21 +image:kb-1487503603-1487602031-1.png
22 +image:kb-1487503603-1487602037-1.png
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19 -**Note:** Before running Create Invoices Due, ensure that all days are closed by running the **Appointment Overview** report first. Any days that have not been closed will not have their services added to member accounts unless those members were manually checked in.
24 +**Create Invoice Due**
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21 -[[image:kb-1487503603-2104295438-1.png]]
26 +Depending on your business practices you may allow people to put things on their account during the month so that they only have 1 monthly bill. Some companies also sell packages or pro-rated monthly memberships to automatically bill their members on a given day of the month. With the Create Invoices Due feature you can have Volo check for all of your members that have their account due.
22 22  
28 +//**Note: Before you Create Invoices Due, make sure that all the days are closed by running the Appointment Overview report. If the day isn’t closed than any services the member did on that day will not be added to their account unless they were manually checked in.**//
29 +
30 +image:kb-1487503603-2104295438-1.png
31 +
23 23  * Click the paper icon to Create Invoices Due.
24 24  
25 25  * Volo will give you a list of all the invoices it has created
26 26  
27 -* At this point you **can Approve Invoices** or** Delete Unapproved Invoices**. //You can only delete Invoices that are made through the automatic generation process, and that have not been approved**.**//
36 +* At this point you **can Approve Invoices** or** Delete Unapproved Invoices**. //You can only delete Invoices that are made through the automatic generation process, and that have not been approved**.**//
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29 -[[image:kb-1487503603-2104295429-1.png]]
30 -[[image:kb-1487503603-1487602067-1.png]]
38 +image:kb-1487503603-2104295429-1.png
39 +image:kb-1487503603-1487602067-1.png
31 31  **Approve Invoices:**
32 32  
33 33  When you **Approve Invoices, **Volo does 2 things:
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36 36  
37 37  * Then it checks the Members Admin area to see how the member wants to pay their account. If they have chosen a credit card - and if your company has chosen to integrate with our payment gateway or Member Solutions for Full Service Billing - then Volo will automatically send the information to the credit card company for processing. Make sure the credit card is the default payment method selected on their Admin tab.
38 38  
39 -[[image:kb-1487503603-1487602073-1.png]]
48 +image:kb-1487503603-1487602073-1.png
40 40  **Emailing Approved Invoices:**
41 41  
42 42  * Once the invoices are approved, you can email either selected invoices, or all approved invoices on your list. //Note: When you choose email all approved invoices, they will only be emailed to members who have the Receive Invoice option set to Email under their Admin tab. If they have selected not to receive invoices, this process will skip that member. If you select the checkbox for each member or the top check box to select all, and choose "email invoice", then all those selected will be emailed even if the Receive Invoice setting is set to No.//
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44 -[[image:kb-1487503603-2104197123-1.png]]
53 +image:kb-1487503603-2104197123-1.png
45 45  
46 46  * To email only selected invoices, click the check-box for the invoices you would like to email, and then click the Email Invoice icon. All selected invoices will be emailed, regardless of Receive Invoice setting.
47 47  
48 -[[image:kb-1487503603-1487602085-1.png]]
57 +image:kb-1487503603-1487602085-1.png
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50 50  * **To email all approved invoices**, click the Email All Invoices icon. Only members with Receive Invoice set to Email will receive an invoice.
51 51  
52 -[[image:kb-1487503603-1487602091-1.png]]
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54 54  {{include reference="KBSupportCTA.WebHome"/}}
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