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Managing Invoices

Version 21.1 by David Stadnyk on 2026/03/26 03:37
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Managing Invoices | Billing

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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.

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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.

Create Invoices Due

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.

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.

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Approve Invoices:

When you Approve Invoices, Volo does 2 things:

  • First, it finalizes the invoice so that it can be no longer be edited.
  • 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.

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Emailing Approved Invoices:

  • 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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  • 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.

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  • To email all approved invoices, click the Email All Invoices icon.  Only members with Receive Invoice set to Email will receive an invoice.

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Still need help?

If you can’t find what you’re looking for, our support team is happy to help.

Contact Support