> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/invoices-house-account-overview/manage-invoices.md). # How to Manage Invoices ### Before you begin (Prerequisites) * **Permissions**: Administrator, Supervisor, or Support. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). ### How invoices work in Peoplevine All invoices in Peoplevine sit inside the house account flow. When a charge is not collected immediately, Peoplevine creates an invoice on the member's profile. Open invoices accumulate and are collected in a single batch charge on the 5th of the following month (or daily, depending on configuration). For more details on how the house account model works end-to-end, see [How to View House Account Payments](/products/control-panel-overview/invoices-house-account-overview/view-house-account-payments.md). This article covers how to find, send, collect payment on, void, and batch-close those invoices. ### Where Invoices Come From Invoices can be generated by: * **Subscription billing** — when payment type is set to Invoice * **Staff action** — manual invoice creation from the Control Panel (either by general transaction, order creation, etc.) * **Integration** — generated when a POS, Spa, or PMS integration: * Attempts a card-on-file charge that fails — the charge falls to the member's house account as an invoice, or * Uses a specific house-account tender type (e.g., House Account tender in Toast or Micros) — closes the check directly to the house account as an invoice * **Initial enrollment failure** — when payment fails at application approval, an invoice is generated and the membership is set to Suspended * **Member Portal checkout** — when a member purchases event tickets or other items and selects invoice as the payment method > **Warning**: If an invoice was generated after a member fails billing, the correct flow is: > > 1. Set the member back to **Active** status before collecting payment. > 2. Take payment on the subscription via the **Take Payment** flow, which generates an invoice. > 3. The member logs into the portal and pays the invoice, or updates their payment method via a payment authorization form so staff can close the invoice. > **Important**: Once a member updates their payment method, always take payment on the **dues invoice** — not on the subscription itself. If you take payment on the subscription, the existing invoice remains open and must be closed separately. **How card declines work per integration:** * **Micros** — the **Peoplevine Card on File** tender charges are validated in real time, so the POS shows an immediate decline alert. The **Peoplevine Auto** tender uses credits first, then card on file — if both fail, an invoice is created instead. * **Toast** — no real-time validation. If a card charge declines, an invoice is created and Toast sees a success. * **Book4Time** — no real-time validation. Transactions sync at register close the next day; if the card fails, an invoice is created. If you see unexpected invoices on a member's account, check their recent POS / Spa activity. ### Instructions **Finding invoices:** 1. Navigate to [**SELL > View Open Invoices**](https://control.peoplevine.com/transactions?transaction_status=invoiced). This is a quick link to the View Transactions page with the **Invoiced** status filter and a default date range (Charged On, last week) pre-applied. Amend the date range if you need to see older invoices. 2. Click **SHOW DATA** at the bottom to load the list. > **Note (Pro Dash):** Navigate to **SELL > Transactions > View Open Invoices**. > **Note**: After clicking **SHOW DATA**, buttons appear at the bottom: **EXPORT DATA** (downloads a CSV), **PRINT** (prints the loaded list), **CLOSE INVOICES** (batch-close — see below). The PRINT button is only visible after SHOW DATA is pressed. **Sending an invoice by email or SMS:** 2. Click the **View** icon on the invoice row to open the invoice detail. 3. Click **E-MAIL INVOICE** to send by email, or **SMS INVOICE** to send by text. A modal pops up where you choose the send-to email address, subject line, and body copy before sending. > **Note**: Members can also view and pay outstanding invoices from their Member Portal account. The invoice email includes a direct payment link. **Collecting payment on an invoice:** 4. Click the **CHARGE** button on the invoice row — or open the invoice detail and click **TAKE PAYMENT**. 5. On the Charge For Transaction page, select the **Payment Type**: * For card or ACH: select Credit Card or ACH (eCheck) and choose the account on file. * For cash, check, or other offline payments: select Cash, Paper Check, or the appropriate type. * You can also apply a discount, change the invoice date, or add an internal note on this page. > **Important**: If you change the amount on this page, only a partial payment is applied to the invoice. The original invoice does **not** close — it stays open and is updated to reflect the remaining outstanding balance. 6. Click **PROCESS CHARGE**. **Voiding an invoice:** 7. Open the invoice detail by clicking the **View** icon. 8. Click **VOID**. 9. Confirm by clicking **YES, VOID TRANSACTION**. > **Note**: Voiding an invoice cannot be undone. It reverses the item the payment was for and triggers any associated notifications or campaigns. The VOID button is available to **Admin** users only. > **Important**: Voiding a **membership dues** invoice puts the associated membership into **Failed** status. If that's not the intended outcome, move the membership back to Active. See: [How to Reactivate a Subscription](/products/control-panel-overview/billing-payments-hub/reactivate-subscription.md). ### Finding invoices by date range View Open Invoices is the same as the View Transactions page with pre-applied filters. You can use date filters the same way as any other transactional report. * **Open invoices in a date range**: Set the **Date Filter** dropdown to **Charged On**, enter your date range in **Date From / Through**, check the **Invoiced** status filter, and click **APPLY**. * **Paid invoices in a date range (option 1 — individual invoices)**: Set the **Date Filter** dropdown to **Paid On**, enter your date range, check the **Processed** status filter, and click **APPLY**. When exporting, toggle on the **wasInvoice** field — filter for `wasInvoice = Y` to isolate invoices that have been paid. * **Paid invoices in a date range (option 2 — batch house account payments)**: Check the **Payments (on Invoices)** status filter with your date range. This shows batch-processed house account payments (lump charges, not itemized per invoice). For full filter and column reference, see [How to Navigate the View Transactions Dashboard](/products/control-panel-overview/transactions-overview/navigate-transactions-dashboard.md). > **Tip**: To see which invoices were settled in a house account sweep, check both the **Processed** and **Payments (on Invoices)** status filters with a **Paid On** date range. In your export, sort or filter by **Payment Intent ID** — all invoices settled in the same sweep share the same Payment Intent ID, so you can group them back to a single batch charge. ### Batch-Close Open Invoices Use this to manually trigger a house account charge on all filtered invoices at once — for example, to collect outstanding balances outside the automated sweep schedule. 1. Navigate to [**SELL > View Open Invoices**](https://control.peoplevine.com/transactions?transaction_status=invoiced) (this pre-filters the View Transactions page to Status = Invoiced). 2. Apply filters to narrow the list. Use the **Date From / Through** fields with the **Charged On** date filter to target the correct period. Click **APPLY**. 3. Click **SHOW DATA** to load the filtered invoices. 4. Click **CLOSE INVOICES** (bottom of the page). 5. In the **Close House Account to Payment** modal, select a Payment Type: * **Payment on File** (default) — charges each member's stored payment method. * **Wire**, **Cash**, **Paper Check** — records a manual payment. * **Entry** — records a manual entry with no payment collected. 6. Click **CLOSE INVOICES TO PAYMENT SELECTED**. The system will process all filtered invoices and attempt to charge each member using their payment on file. Members without a payment method on file will fail. **For an individual member's invoices:** To manually close one member's open invoices, navigate to their CRM profile and click the **Unpaid Balance** button at the top — this filters the View Transactions page to that member's open invoices. From there, the steps are the same as the batch flow above (SHOW DATA → CLOSE INVOICES → choose Payment Type → CLOSE INVOICES TO PAYMENT SELECTED). ### Subscribe to Invoice and A/R Notifications Set up automated notifications so your finance team can monitor invoices without manually checking the dashboard. | Notification | Where to enable | What you receive | | --------------------------- | ------------------------------------------------------- | ------------------------------------------------------ | | **Daily A/R Recap** | SELL > View Open Invoices > **SEND ME A DAILY A/R** | Daily email listing all invoices from the previous day | | **Alert When Invoice Paid** | SELL > View Open Invoices > **ALERT WHEN INVOICE PAID** | Notification when an invoice is paid | ### About the Monthly Invoice Sweep * The automated invoice sweep runs on the **5th of each month** at approximately **5 AM**. This timing is fixed and is not configurable per tenant. * The sweep collects invoices generated **last month and the 12 months prior to that**. For example, a sweep on March 5th will process invoices generated between Feb last year and Feb this year. * The sweep mode (5th of month / Daily / Manual) is configurable via Platform Settings. See: [How to Configure House Account Billing](/products/control-panel-overview/admin-overview/configure-house-account-billing.md). > **Note**: The **"Process Authorizations Daily at"** setting in Platform Settings is for **POS authorizations only** (under the Authorization section, not the house account processing section). It does not control the monthly invoice sweep. ### What Happens Next * **On the member side**: Sent invoices include a payment link the member can use to pay online. * **Payment on file required**: For house-account billing to run successfully, each member needs a credit card or ACH on file. To find members without a payment method, see: [How to Identify Members Without a Card on File](/products/control-panel-overview/charging-payments-overview/find-members-no-payment.md). * **Set up automatic collection**: [How to Configure House Account Billing](/products/control-panel-overview/admin-overview/configure-house-account-billing.md). *Last updated: 2026-05-29* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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