Invoice Basics
FunJoin Invoices Give You the Ability To:
Charge Customers for goods and services outside the Registration Process.
Accept non-card payments like checks, cash, ACH transfers, and more.
You Can Create Invoices to Request Payment For:
Credits
Reservations
Any Custom Charge You Want
Invoice for Credits
Customers can purchase Credits via an Invoice.
The Credits in the Invoice will not be added to the Customer's Profile when the Invoice is Created.
When an Invoice for Credits is Paid, the Credits in the Invoice will be added to the Customer's Profile.
Invoices for Credits can be created in the Admin Panel on the Invoices Page and/or the Customer Profile Page.
Invoice for Reservations
Customers can purchase Reservations via an Invoice. Remember, in FunJoin a Reservation is a Scheduled Session or Program.
Participants will not be added to the Schedule when the Invoice for Reservation is Created. If there is a Participant Limit, their "spot" will not be saved or reserved in the Schedule.
When an Invoice for Reservations is Paid, the Participant will be added to the Schedule.
If the Session or Program is "Full" (Participant Limit Reached) when the Invoice is Paid, the Participant will still be added to the Schedule. The Participant Limit is checked when the Invoice is Created, not when the Invoice is Paid.
Invoices for Reservations can be created in two ways. They can be created in the Admin Panel on the Customer Profile Page by using the Schedule and Pay Feature. If you have the "Pay with Invoice" Feature enabled, Customers can also create their own Invoices for Reservations at Checkout in the Customer Hub.
Invoice for Custom Charges
You can create Custom Invoices in FunJoin.
These are the perfect method to charge your Customers for "add-on's" or miscellaneous transactions that are not part of your Company's Offerings.
If you are charging a Customer for a Reservation or Credit, we recommend you do not use this option. (Use Invoice for Credits or Reservations Instead)
Invoices for Custom Charges can be created in the Admin Panel on the Invoices Page and/or the Customer Profile Page. You can also create Invoices for Custom Charges in the Mobile App on the Participant Profile.
Invoice Creation
In the Admin Panel, Invoices for Credits or Custom Charges can be created on the Invoices Page and/or the Customer Profile Page. Invoices for Reservations can only be created on the Customer Profile Page.
In the Mobile App, Invoices can be created on the Participant Profile. Currently, you can only create Invoices for Custom Charges in the Mobile App.
Generally, a FunJoin User will always create an Invoice for a Customer. However, in one case, a Customer can generate their own Invoice. If you have the "Pay with Invoice" Feature enabled, Customers can create their own Invoices for Reservations at Checkout in the Customer Hub.
Here are the Different Ways to Create Invoices in FunJoin:
Create Invoice For: | Create on this Platform: | Create on this Page: |
Credit | Admin Panel |
|
Reservation | Admin Panel or Customer Hub |
|
Custom Charge | Admin Panel or Mobile App |
|
When an Invoice is Created in FunJoin:
The Invoice will be automatically created in Stripe. An Invoice .pdf will be automatically generated according to your Stripe Invoice Template.
The Customer will receive an Invoice Email from Stripe. The Invoice Email contains a link to submit payment.
The Invoice will appear in the Invoice Management Table and on the Invoice Tab in the Customer's Profile.
Invoice Payment
Invoices are "Paid" When:
Option 1: Customer submits payment for their Invoice via Stripe.
Option 2: FunJoin User marks Invoice as "Paid" in Admin Panel.
Invoice Management
FunJoin Makes Invoice Tracking Easy!
You can manage your Company's Invoices via the Invoice Page in the Admin Panel. On this page, you will see all the Opened, Paid, and Cancelled Invoices for your Company.
You can also manage Invoices for a specific Customer on the Invoice Tab of the Customer's Profile Page.
Invoice Statuses
Opened: Invoice is Unpaid and Outstanding.
Paid: Full Payment has been received, and the Invoice is not Outstanding.
Canceled: Invoice has been Voided. No Payment is needed, and the Invoice is not Outstanding.
Invoice Actions
Mark as Paid: Changes Invoice Status from "Opened" to "Paid." If Payment is received outside Stripe/FunJoin, you can record the Payment Method (Venmo, Cash, Wire Transfer, Check, Other)
Cancel: Changes Invoice Status from "Opened" to "Canceled."
Remind: Customer will receive an Invoice Email from Stripe. The email will be sent to Customer Email on file.
Stripe Integration
FunJoin's Invoice Feature is powered by Stripe.
If you create an Invoice in FunJoin, the Invoice will be automatically created in Stripe. However, if you create the Invoice in Stripe, it will not be created in FunJoin.
We recommend you Create, Track, and Manage your Invoices exclusively through FunJoin. This will ensure accurate Invoice Tracking, Revenue Tracking, and Reports.
Administrator Tip:
Did you know you have the ability to customize your company's Invoices in Stripe? You can adjust and edit the Invoice Template. Read More
You Can:
Add Branding and Company Information
Set Payment Methods You Will Accept
More Customizations Available
Invoice Use Case Examples
Here's How Invoices Solve Problems:
Situation: Customer wants to pay for Reservation with cash.
Solution: First, you'll Create the Invoice for the Customer. Then, when cash is received, "Mark as Paid" and list cash as the Invoice Payment Method. This allows you to accurately track your revenue, and you can provide a copy of the Invoice as a "receipt" for the Customer.
Situation: Participant wants to purchase a bottle of sunscreen from the Camp Store.
Solution: First, you'll create an Invoice (Custom Charge) for the Customer (Participant's Parent). You'll add the item purchased in the Invoice Description. Then, Customer can submit payment, and you keep a record of the purchase.
Situation: Third-party institutions (Charity Organizations, Government) will pay for Reservation.
Solution: First, you'll Create the Invoice for the Customer. The Customer will then send the Invoice to the third-party institution. The third-party institution can submit payment on the Customer's behalf (and have an Invoice "Receipt" of money sent). When payment is submitted, the Participant will be automatically added to the Schedule.