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, and a paid invoice cannot be voided — MapleGather refuses it. To correct a paid invoice, refund the payment and then issue a fresh invoice for the right amount; the original stays marked Paid with the refund recorded against the payment. See Process a refund.

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 or voided. To correct this invoice, refund the payment and issue a new one.” There is no action button on that notice: the only thing a paid invoice offers is Refund linked payment, which takes you to the payment record — see Process a refund.

Void an invoice

Voiding marks an invoice as cancelled. Voiding applies only to an invoice with no money collected on it — MapleGather refuses to void an invoice that is already Paid, so there is no “void now, refund after” sequence to follow. If money was collected and the charge was wrong, the refund is the reversal: refund the payment from the payment record, then issue a fresh invoice if one is still owed. See Process a refund.

An invoice that is Partially paid cannot be voided either — part of it has been collected. Refund that payment from the payment record; the refund is the financial reversal.

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: Refunding a payment does not move its invoice out of Paid — the refund is recorded against the payment, and the invoice stays as it is. That is the financial reversal, and the invoice cannot be voided before or after it.

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 — check the invoice status first. Void appears only on an invoice with no money collected on it: Draft, Open or Uncollectible. On a Paid, Partially paid or already-Voided invoice it is absent for everyone, whatever their permissions, and no permission change will bring it back — use the refund path above instead. If the status is one of the three and the button is still missing, you may be missing the invoices:write permission; contact your org’s primary admin.
• “This invoice has a collected payment, so it cannot be voided” — you opened Void on a collected invoice (usually from a saved link). A collected invoice is never voided; the refund is the financial reversal, and Go to refund takes you to its payment. Issue a fresh invoice for any corrected amount. A paid invoice can’t be edited at all — only a draft or open one can — so its number and details stay as they are; put the correction on the fresh invoice.
• “This invoice can no longer be voided — it was voided or paid in another session. Reload to see its current status.” — someone else voided the invoice, or it was paid, while your dialog was open. Select Reload page to see where it stands.

Related

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