The Spond Club invoice solution is designed to streamline the payment process for clubs, particularly helping to manage payments from members who receive financial support or are unable to pay online. This feature allows you to create standard payment requests, generate downloadable invoices, and manually log payments for accurate accounting and record-keeping.
Spond Club enables lets you handle various payment scenarios by creating payment requests and generating invoices that can be manually sent via email or printed. When a member pays through bank transfer or another offline method, you can log this payment with the payment date and a comment, ensuring your accounts remain up-to-date.
NOTE: This is an example for UK club where the currency is set to GBP. You can select your local currency.
Create Invoice
Create Invoice
To create an invoice, select a payment instance (e.g., Annual Subs 2022), choose a member, and click the drop-down menu.
You will see options for 'Create invoice' and 'Register manual payment.'
Note: You MUST create a payment request before you generate an invoice or register a manual payment.
Adjust the invoice due date as needed.
The default invoice description will include "Mark the payment with invoice number: xxxxxxxx" to help identify payments.
Choose the payment segments and optional products to include in the invoice. If you need to change any prices, edit the original payment request before generating the invoice.
Ensure you know which optional products the recipient wants before sending the invoice to include all relevant items.
You can create a new invoice even if a previous one exists; the new invoice will overwrite the old one with a new serial number.
Once the invoice is set up correctly, download it as a PDF and send it via email, Spond Club, or other preferred channels.
Register Manual Payment
Register Manual Payment
Enter the payment date and add a note for each payment (e.g., "Paid in cash", "Transferred directly via BACS").
Select the payment segments and any optional products the member has paid for.
If the paid amount differs from the invoice (due to changes in optional products), adjust the total in the original payment request before registering the manual payment.
Only one manual payment can be registered per payment request, similar to card payments (VISA/MasterCard).
For family payments with discounts, distribute the amount paid among all family members and manually register the payment for each individual.
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.
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.