Upcoming invoices

For customers with active subscriptions, an upcoming invoice appears in their profile. It is a preview of that subscription’s next invoice. The upcoming invoice includes:

• The subscription’s own items for the next period (such as plans or resource rentals)
• Purchases made with the Invoice payment method, if they are configured to be added to subscription invoices
• One-time charges an administrator adds to it

Administrators can manage and modify the upcoming invoice before it is issued.

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Access upcoming invoice

1. Go to the Customers page.
2. Select a company or user.
3. Click on subscription > press View upcoming invoice.

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Add extra one-time charges

Bill a one-time amount on the customer’s next subscription invoice.

1. Open the Upcoming invoice and click Create item.
2. Add a Custom item or select one of your pre-created one-off services.

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Modify or remove invoice items

Items that originate from the customer’s subscription (plan or resource rental) can’t be edited on the upcoming invoice. To change them for this and all following invoices, modify the subscription itself:

1. Edit the customer’s subscription directly in their profile.
2. Modify or remove subscription items.
3. See the Upcoming invoice immediately reflect changes.

To reduce the price for this invoice only, apply a discount or credit instead. Other invoice items

• Custom items can be removed, or edited to change their description, quantity, or unit price.
• Other items, such as bookings added by Pay with invoice or shop products, can be removed, but not modified.

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Apply a discount or credit

Items already on the upcoming invoice can’t get a coupon or a negative amount. To reduce the price of a subscription item, apply a coupon to it in the subscription. For other items, or if a coupon doesn’t fit, apply a balance to the invoice total. Apply a discount

1. Create a coupon for Subscription items with the required discount amount or percentage. Set its Duration type to Once to discount only the upcoming invoice, or to Repeating for a set number of months.
2. Edit the customer’s subscription and apply the coupon to the relevant subscription item.
3. See the upcoming invoice reflecting the discount.

Apply a balance to reduce invoice total You may need to apply a balance if:

• The customer overpaid or underpaid a previous invoice
• You want to apply a refund, discount, or credit to the next invoice total

To apply a balance:

1. Go to the customer’s profile.
2. Adjust the Money balance.
3. The upcoming invoice immediately shows it as Applied balance. It is applied automatically when the invoice is issued.

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Issue upcoming invoice earlier

By default, the upcoming invoice is automatically issued:

• On the subscription renewal date, or
• A set number of days before renewal if you enabled Advance invoicing

If you need to issue it earlier:

1. Open the Upcoming invoice.
2. Click Create to generate a draft.
3. Edit the draft if needed (for example, adjust the Payment due date).
4. Click Issue or Issue and charge.

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Record a customer’s payment for the upcoming invoice

You have two options depending on your accounting workflow. Issue now and record payment

1. Open the Upcoming invoice.
2. Click Create, then Issue.
3. In the Payments section, record the customer’s payment.

Add the payment to apply on issuance date If the invoice must be issued in the correct accounting period:

1. Go to the customer’s profile.
2. Press Adjust balance near the Money balance and add a payment.
3. The upcoming invoice will reflect the applied balance and will be issued on the scheduled date with 0 amount remaining to pay.

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Prevent upcoming invoice issuance

There are several ways to prevent the next subscription invoice from being issued, depending on your situation: Pause payment collection If the customer temporarily doesn’t need to pay or pauses their subscription:

1. Open the customer’s subscription.
2. Pause payment collection in it.
3. Choose to generate their subscription invoice as a draft or immediately void it.
4. Optionally, set a Resume date. ​

Delete a single upcoming invoice If you need to completely and immediately delete the upcoming invoice, and the Pause payment collection solution doesn’t work for you:

1. Open the Upcoming invoice.
2. Click Create to generate a draft.
3. Then, click (…) top right > Delete.

Stop all further invoices If the customer is canceling their subscription and should not receive any further invoices:

1. Go to the customer’s profile.
2. Open their subscription.
3. Either:
   • Schedule an end date, or
   • Cancel the subscription immediately.

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FAQs

Can I disable automatic charging or issuing of the upcoming invoice?

Yes. If you want the system to generate the upcoming invoice automatically, but not automatically charge the customer’s payment method, and let them submit a payment by themselves:

1. Open the customer’s profile.
2. Disable Auto-pay in the right-hand panel.

The invoice will still be generated, but the customer will have to submit payment manually.On the other hand, you may need to prevent automatic invoice issuance if:

• A customer pauses their membership
• A customer temporarily does not need to pay

To stop automatic invoice issuance:

1. Open the customer’s subscription.
2. Pause payment collection in it.
3. Choose to generate the invoice as a draft so you can manually issue it or select to immediately void it.
4. You can also set a Resume date so future invoices are automatically issued again.

Can customers check their upcoming invoice?

Yes. Members and company managers can check their upcoming invoice as follows:

1. Go to the Membership page.
2. Open Billing in the personal or company section.
3. Press on the Upcoming invoice.

What happens if an upcoming invoice has been issued but a customer makes more payments with 'Invoice'?

The system will generate a new Upcoming invoice. It will not repeat items that were already billed.For example, if January’s invoice is issued in December and the customer later makes additional purchases using the Invoice payment method, one more upcoming invoice will be generated and include only those new payments.