Create and manage invoices

This guide shows you how to browse, edit, void, and configure invoices in MapleGather. Invoices are generated automatically on payments, but you can also edit unpaid invoices and configure templates for different invoice types.

Who can do this: Admins with the invoices:write permission (covers editing unpaid invoices, voiding, and template management). Browsing requires invoices:read.

Steps

This guide covers four tasks. Jump to the one you need.

Before you start

• MapleGather generates invoices automatically when a payment is made — for membership signups, renewals, event registrations, and manual payments. You don’t need to create most invoices manually.
• Paid invoices are read-only. To correct a paid invoice, you must void it first and then issue a new one.

Browse and find invoices

1. In the admin sidebar, select Billing & payments, then select Invoices. The list shows all invoices sorted by date, newest first.
2. Use the filter bar to narrow results: filter by Status, Type, Member, or Date range. Active filters appear as chips below the filter bar — select the X on any chip to remove it.
3. Select any invoice row to open the invoice detail.

Edit an unpaid invoice

Invoices with a status of Draft or Sent (with an outstanding balance) can be edited.

1. Open the invoice from the Invoices list.
2. Edit the line items, amounts, and Due date directly in the invoice form.
3. If you see “Totals don’t reconcile,” select Recompute from lines to recalculate the total from your line items.
4. Select Save to save your changes.

If the invoice is paid, it shows “Paid invoices cannot be edited.” Select Void & re-issue if you need to make a correction.

Void an invoice

Voiding marks an invoice as cancelled. Voiding does not automatically issue a refund — if money was collected, use the Refund linked payment button to refund it separately.

1. Open the invoice from the Invoices list.
2. Select Void.
3. In the Void invoice dialog, select a reason from the Reason dropdown and enter a justification in the text field.
4. Select Void invoice. The invoice status changes to Voided.

You can reverse a void within 48 hours from the Unified Undo panel.

Note: You cannot void a refunded invoice. The refund is the financial reversal in that case.

Configure invoice templates

Invoice templates control what appears in the footer and which merge tags (like member name and amount) are available. There are four template slots: a global default and per-type templates for membership dues, event registrations, and donation receipts.

1. In the Invoices list, select Invoice templates (or go to Settings > Billing > Invoice Templates).
2. Select the template type you want to edit.
3. Edit the template body. Use merge tags like {Member.firstName} and {Invoice.invoiceNumber} to personalize the content. If you use an unrecognized merge tag, a warning will appear showing the available tags. (Note: {Payment.amount} is available on receipt templates only — not invoice footer templates.)
4. Select Save.

The per-type template takes priority over the global default. If no per-type template is set, the global default applies.

Verify

You’ll know edits saved when the invoice detail updates and shows a “Saved” confirmation. A voided invoice shows the Voided status badge. Template changes apply to new invoices going forward.

If something goes wrong

• “Totals don’t reconcile” — see Invoice totals do not reconcile.
• “Void” button is not visible — you may be missing the invoices:write permission. Contact your org’s primary admin.
• “Refunded invoices cannot be voided” — the refund is already the financial reversal. If you need to correct the invoice number or details, contact support.

Related

• Invoice template merge tags reference
• Billing payment statuses reference
• Process a refund
• How invoices, receipts, and payments relate