The invoicing solution in Spond Club is designed for members who either receive financial support or, for various reasons, are unable to pay online or directly via Spond.
When using invoices and manual payments, you first create a regular payment request. You can then generate an invoice for the relevant member, download it, and send it manually by email.
⚠️ NOTE!
It is not possible to generate invoices for multiple members at the same time.
To create a manual invoice, you must first create and send a payment request. The invoice can therefore only be created after the payment request has been sent.
It is not possible to create a paper invoice instead of sending the invoice electronically via Spond.
When a member has paid, for example, by bank transfer, Vipps, or another method, you can register the payment manually in the system. Here you can enter the payment date and add any internal notes in the comment field.
Create Invoice
To create an invoice or register a manual payment for a payment request, open the relevant payment (for example, Membership Fee 2025). Then select the member who has received the request and click on the drop down menu, as shown in the example below.
How to generate an invoice step by step:
How to generate an invoice step by step:
From the side menu in Spond Club, click on Finance.
Then click Payment requests.
Find and select the relevant payment request.
Scroll down to the member for whom you wish to generate a manual invoice and click on the member’s name.
In the Active claims menu, click the three dots to the right of the Edit button and select Create invoice.
Set the due date for the invoice.
In the Bank account number field, you must enter a valid bank account number. This is the account members will transfer the payment to when the invoice is sent out.
⚠️ NOTE: Always double-check that the account number is entered correctly before creating the invoice.Enter the organisation number if this is relevant.
In the list of payment segments, you can tick or untick the products that should be included in the payment.
Adjusting prices: If you need to change any prices, this must be done by editing the original payment request that the member has received.
Optional products: If you are unsure which optional products the recipient wishes to purchase, this must be clarified before generating the invoice. You can then deselect any products that should not be invoiced.
Once the correct account number has been entered and everything is reviewed, click Generate invoice in the bottom right corner of the window.
How to view previously created invoices?
If you need to access a previously created invoice, this can easily be done by following the instructions in the guides below. The invoice can be located either via the side menu option Active members or through Finance. The guides also show how to find, download, or, if necessary, delete a previously created invoice.
Find previously created invoice via Active members
Find previously created invoice via Active members
From the side menu in Spond Club, click on Members → Active members.
Find or search for the member you wish to retrieve a previously created invoice for, and click on the member’s name.
Scroll down until you see the Payment requests section.
Click on the relevant payment request.
Under the Generated invoices menu, you will see all previously created invoices for the selected member in this payment request.
By clicking on the three-dot button to the right of the invoice, a menu will open with two options:
Download invoice: Downloads the invoice as a PDF to your device.
Delete invoice: Deletes the invoice. Deleting an invoice does not affect the original payment request. Once an invoice is deleted, it is permanently removed and cannot be restored.
Find previously created invoices via Finance
Find previously created invoices via Finance
From the side menu in Spond Club, click on Finance.
Then click Payment requests.
Find and select the relevant payment request.
Scroll down to the member for whom you wish to view a previously created invoice and click on the member’s name.
Under the Generated invoices menu, you will see all previously created invoices for the selected member in this payment request.
By clicking on the three-dot button to the right of the invoice, a menu will open with two options:
Download invoice: Downloads the invoice as a PDF to your device.
Delete invoice: Deletes the invoice. Deleting an invoice does not affect the original payment request. Once an invoice is deleted, it is permanently removed and cannot be restored.
Register Manual Payment
If you want to record a manual payment for a member, navigate as follows:
Log in to Spond Club.
From the side menu, click Finance → Payment requests.
Find or search for the relevant payment request.
Scroll down to Recipients.
Find or search for the relevant person and click their name.
Under the “Active claims” section, click the three dots on the far right.
Select Register payment manually.
Then do the following: Enter the payment date and a note for the payment, for example “paid in cash…”, “transferred directly via bank…”, “paid through fundraising work…” etc.
Tick the payment segments and any optional products the person has paid for. If the person has paid a different amount than the one shown on the invoice (for example due to a verbal agreement), you must change the price in the original requirement before you register the manual payment, so that the accounting for the payment is correct.
You can only register one manual payment per payment requirement, meaning only one payment per member per payment. This works in the same way as card payments (VISA/MasterCard): only one payment can be made per member per payment requirement. It is not possible to change a manual registration after it has been made.
If you are registering a payment for a family that has received a family discount, the amount paid must be split across everyone in the family and registered manually for each individual family member. For clubs with NIF integration, the payment must be at least NOK 50 for the membership to be considered valid.
Frequently Asked Questions
What should I do if a member hasn't received their invoice?
What should I do if a member hasn't received their invoice?
Ensure that the email address on file for the member is correct. If it is, ask the member to check their spam or junk folder. You can also resend the invoice by downloading the PDF and sending it manually via email or through another communication channel.
(Only for 🇺🇸) Do 1099-K reporting requirements apply to payments processed through Spond and Stripe?
(Only for 🇺🇸) Do 1099-K reporting requirements apply to payments processed through Spond and Stripe?
The 1099-K form is a US tax document used to report the total amount of payments an individual or business receives through third party payment platforms. It only applies to users who are considered tax liable in the United States.
If a user meets the reporting thresholds set by the IRS and Stripe, Stripe is responsible for issuing and delivering the 1099-K form directly to the user for their Stripe Connect account.
More information can be found here: https://support.stripe.com/questions/1099-k-tax-forms#when-1099-k-forms-are-issued
Can I edit an invoice after it has been sent?
Can I edit an invoice after it has been sent?
Once an invoice has been generated and sent, you cannot edit it directly. However, you can create a new invoice with the updated details. The new invoice will overwrite the old one with a new serial number, which you can then send to the member.
How do I handle payments for multiple family members with a family discount?
How do I handle payments for multiple family members with a family discount?
When registering a manual payment for a family that has received a discount, distribute the total amount paid among all family members. Manually register the payment for each individual family member to ensure accurate accounting.
What if a member pays an incorrect amount?
What if a member pays an incorrect amount?
If a member pays an amount different from the invoice due to added or removed optional products, adjust the total in the original payment request before registering the manual payment. This ensures that your accounts will tally correctly and reflect the accurate payment amount.
I have discovered an error in a manually generated invoice. How can I correct it?
I have discovered an error in a manually generated invoice. How can I correct it?
If a manually generated invoice contains an error, you can simply create a new invoice for the same member. The new invoice will automatically replace the old one and be assigned a new invoice number. This way, the error is corrected without the need to edit the original invoice.