Getting started with Auto-Invoicing

Wouldn't it be great if we could save a lot of time by not having to manually send out an invoice to new members.

Well, now you can!

The smarter way to handle membership payments is to use our auto-invoicer feature, it works like this:

  1. Member signs up for group and choose a membership.
  2. An invoice is automatically created and the member is redirected to the invoice payment page.
  3. The member might choose to split the payment into smaller installments and then pays the invoice which activates the membership.

But, what happens if the member doesnt pay right away?
We got you covered! CoachHippo will make sure that the member is still in a pending state, ie they have no access to your organisation and we will automatically send out payment reminders to the member, urging him to settle the unpaid invoice to activate his membership.

Sweet - let's get started with auto-invoicing

Just follow the steps below to enable the super easy auto invoicer feature:

  1. Activate auto-invoicer
    Go to your group settings (cog wheel in the bottom left corner) and click on Registry, then activate both external registration and auto invoicer.
    auto-invoicer

  2. Create your auto-invoicer products
    In the sidemenu, navigate to Finances -> Auto invoicer and create your first product.
    auto-invoicer-create
    A product must have a name and description, you decide the amount and more importantly if you would like your members to be able to split the payment into smaller installments. This is something we highly recommend because it will give your organisation a better cash-flow and the member is more likely to pay on time.

  3. Make sure that external registration is enabled
    You need to make sure that the external registration is enabled so that members can sign up.
    Checkout this blog post for more details.

So now you are ready to go, when the next member signs up for your organisation he will automatically get an invoice for his memberhip and will be added to the auto-invoicer ledger. Which is the place where you can follow up your membership payments.

Need to invoice one-off fees?

Not a problem, just go to Finances -> Finances to create one-off fees in a flash. Follow up the payments using an interactive cash-flow report and automated member ledgers.

I need to invoice "family packages" - can I do that?

Well of course you can! It's not difficult at all. All you need to do is make sure that you setup the guardian relationships in your database, which you probably already have. Remember when you add members to CoachHippo you can attach guardians to them that will receieve event invitations, invoices and other communication. This enables you to create "family" auto-invoicer products and when someone in the family constellation pays the family product all members of that family is checked as paid in the Auto Invoicer dashboard.

Thats what we call smarter payments.

Fredrik Burman

Fredrik Burman

Fredrik is the founder and CEO of CoachHippo, he is a big fan of automation and doesn't like doing repetitive tasks, he is also an involuntary football coach.

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