GestiClub

Invoicing the subscriptions

Menu Invoicing2 min read

Send subscriptions invoices at once all the periods of the season that have started and are not yet invoiced: one invoice per member, or per grouped family.

  1. Click Send subscriptions. If there is nothing to invoice, the message No new dues to send appears.
  2. The Subscriptions preview window opens straight away, with the number of invoices and their total. Nothing is invoiced yet: you can close it with no consequence.
  3. Check the amounts, then click Send.
The subscriptions preview
  1. The searchby last name, first name, family or company.
  2. One row per invoicethe recipient, the period invoiced, the delivery (Email or Post) and the total.
  3. Invoice previewthe eye opens the invoice's PDF.
  4. Invoice detailthe lines of the chosen invoice. Here, a new member pays their biannual subscription and the registration fee.
  5. The summarythe number of invoices and their total.
  6. Sendcreates the invoices and starts sending them.

Two boxes can appear above the list:

  • Points to check: the subscriptions left out, for example those of a member who has left the club, and the members who leave the club before the end of the invoiced period. These are invoiced for the whole period, with no pro rata: it is up to you to decide, before sending, whether their invoice needs adjusting.
  • Invoices for periods already over: past periods that were never invoiced. Tick the box that leaves out these past periods to resume invoicing from the current period.

The invoice takes over the subscription and its period, for example "Juniors biannual subscription (01.09.2026 - 28.02.2027)", as well as the discount, the registration fee and the paper invoice fee. A credit note in the member's favour is deducted (see "The deduction on the next invoice"). The subject is "Subscriptions", the due date follows the Payment term.

After Send, the emails go out in the background; a message confirms that sending has started, and the result arrives in the notifications. The Post invoices wait in To send: print them with Print › Postal invoices to send (see "Sending invoices").