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Create a Custom Invoice

Use custom invoices for one-off charges that are not generated by a membership.

Examples:

  • Merchandise
  • Drop-in fees
  • Private event charges
  • Manual adjustments
  • Equipment rentals

1. Open Invoice History​

Go to Finance -> Invoices.

Invoice history page showing totals, filters, invoice rows, and the Create Invoice action

2. Click Create Invoice​

Click + Create Invoice.

The modal keeps the member, payment method, line items, billing date, notes, tax, and final total in one place.

Create Custom Invoice modal showing Ava Thompson, cash payment, a drop-in personal training line item, notes, tax, and final total

3. Choose the Member​

Select the member who should receive the invoice.

4. Add Line Items​

Add clear line item names and amounts. Keep the wording recognizable because staff and members will use it later when reviewing payment history.

Pending custom invoices can also be edited after creation. Open the invoice detail page and use Edit in the Line Items section.

Edit Line Items modal showing pending custom invoice line items, amount fields, and recalculated invoice total

5. Choose Payment Handling​

Choose whether to charge now, create a pending invoice, or record an offline payment depending on the member's payment method and your workflow.

6. Review the Invoice Detail​

Open the invoice after creating it and confirm the status, amount, payment method, and activity notes.

Invoice detail page showing a paid invoice with activity notes expanded

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