What is an invoice?
An invoice is a time-stamped commercial document that itemises and records a transaction between a buyer and a seller. If goods or services were purchased on credit, the invoice usually specifies the terms of the deal and provides information on the available payment methods.
You can easily generate invoices in CiviPlus for all range of goods and services, which can then be downloaded and paid for by constituents or members via the self service portal.
What can I do in CiviPlus?
Generate an invoice from a contribution
Download an invoice as a PDF file
Send the invoice via email with the invoice attached
To enable Invoicing go to Administer > CiviContribute > CiviContribute Component Settings and check the Enable Tax and Invoicing box. This is enabled by default for CiviPlus sites.
How to create an invoice from a contribution
Contributions are CiviCRM record of an order and have a 1-1 relationship with invoices. As such to create an invoice you firstly must create a contribution.
You can either create a contribution manually or contributions may be automatically generated in a number of circumstances, including when creating a paid membership or recording a paid event registration.
To create an contribution manually:
Go to the Contributions tab of a contact record
Click on the Record Contribution button
Enter the contribution details and save
You can also navigate to this screen from the Contributions > New Contributions directly from the menu.
How to generate an invoice
Go to the Contributions tab of a contact record
Click on the View option of a Contribution
Select either of the options
Download invoice: Download the invoice as a PDF file
Email invoice: Send the invoice via email with the invoice attached (it prompts another screen to compose/send an email)
Contribution Statuses
Contributions have a status which dictates where they are in the payment cycle. These can be as follows:
Status | Description |
Pending | A new contribution with no recorded payments |
Completed | A contribution where the amount due is covered by all payments and allocated credit |
Partially paid | Where the sum of the amount paid or allocated credit only partially covers the amount due. |
Pending refund | Where the sum of the amount paid or allocated credit exceeds the amount due.
You may wish to make a refund for the outstanding amount. |
Customise invoice template
You may customise the look & feel of the invoice. However, it requires some editing in HTML therefore please ask for support through our help desk if necessary.
Go to Administer > Communications > Message Templates > System Workflow Messages
Locate 'Contributions - Invoice'
Click edit
See an example of an invoice PDF file below.
