Unlike our mass invoicing module for annual dues, this module is used to send an invoice for a specific set of products to an individual or small group. The invoice email could be sent to existing members, non-members, or the past buyers of a product.
- Case example 1: A member has just received a mass invoice for their annual dues, but asks to change their membership from a Couples Membership to a Family Membership. You can send this member a new invoice for the Family Membership. After paying, that household’s future annual dues invoices will be for the Family Membership.
- Case example 2: The Tennis Director sends the Treasurer a list of 8 non-members that want to play on a team. The Treasurer can paste in all 8 non-member emails and send an invoice for an existing product called Tennis Team Dues.
- Case example 3: The club is holding their annual crab fest and space is limited. The Treasurer could give priority access to past attendees from the year before by sending an invoice for Crab Fest 2021 to buyers of the Crap Fest 2020 product.
Invoice with the right tools! Remember we have separate tools to email the entire membership that currently owe their annual dues, as well as an invoice toolset for Wait List applicants.
To get started go to the Board Member Dashboard > Financial module, then Invoice for any Product. While here, notice your past invoices (and their status) can be viewed from the pulldown above the invoice links. Read more on past invoices here.
Let’s create an invoice…
Start by giving your invoice a Subject line and Body message.
In the next section, you have 3 options to create a list of who will receive an invoice…
- Choose members to invoice – selecting a member will add their email to the editable input field (below the pulldown of current members). This input field can also contain non-member emails.
- Paste in any email to the input field – this could be non-member emails. Be sure to comma separate email address when pasting them in.
- Past buyers of a product – select a product that has already been sold and the invoice list will include those buyers.
All three of these options can be used together!
In the example below, we will invoice one person that wasn’t on the non-member team last year (their email is pasted in), and also the past buyers of our Tennis Team Summer product. We will then invoice for the Tennis Team Fall product.
As you can see above, we are adding existing products to the invoice (not an arbitrary amount). When the person invoiced chooses to pay, they will click the “Pay Now” button link in their email, which will then add up to 5 products into their shopping cart on the website. At this point they will checkout the same as they would if they had purchased anything through your website.
💡Big concept time! Do not think of the buyer as paying for an invoice (because they aren’t). They are paying for the products they were invoiced for. Invoices are vapor data in comparison to your actual sales logs and buyer payment history. To see if a buyer paid for something you would never search invoices, you would search their payment history.
This concept may need to sink in with Quickbooks users that send invoices for specific amounts, and not familiar with managing an e-commerce based store. It’s all about product sales here!
Finally at the bottom of your invoice email you can add some bottom text, including a link to up-sell something higher priced!
Let’s save the invoice and send ourselves a test email…
The finished invoice
Your invoice will look similar to this…
Ready to send it?
If so, save changes with the Send to Review Queue option selected. Once in the Review Queue you will see the exact list of everyone that will get an email. Remember, some emails could be dynamically generated from a past buyer list so you might not know who that is until the Review Queue.
Don’t forget to hit Send in the Review Queue! The Review Queue has a batch of email ready to be sent, but will not automatically send it. If something does not look right (perhaps you spot a typo, or selected the wrong buyer list), the entire queue can be deleted, and you can go right back to editing again.