Finance
Invoices
Invoices are payment requests sent to your members. They group one or more transactions into a single document with a due date, making it clear what a member owes and when payment is expected. Omoplata generates invoices automatically when membership charges are created, but you can also manage them manually when needed.
How invoices are generated
Automatic generation
When Omoplata creates transactions from active memberships, an invoice is generated at the same time. Each invoice bundles the transactions for a given payer and includes:
- A unique invoice ID with a prefix (for example,
INV-1000042). - A title built from the titles of all included transactions, joined with a
+sign. - The total amount (net, VAT, and gross).
- A due date calculated from the charge date plus a grace period.
- Line items corresponding to each transaction on the invoice.
The invoice title is limited to 140 characters because SEPA remittance information has this maximum length.
Invoice due dates
The due date is calculated by adding your configured grace period to the charge date. This gives members a few extra days to pay. If the calculated date would be less than one day in the future, Omoplata sets it to tomorrow to ensure a reasonable payment window. You can adjust the grace period in Settings > Billing.
Zero-amount invoices
If a membership charge results in a zero-amount invoice (for example, a free trial period), the invoice is automatically marked as paid and its transactions are completed. No action is required from you or the member.
Invoice statuses
Invoices follow a defined lifecycle. The current status determines what actions are available and what happens to the related transactions.
| Status | Meaning |
|---|---|
| Pending | Newly created, awaiting processing or payment. |
| Processing | Being prepared for invoicing (legacy status, kept for backward compatibility). |
| Waiting to send | Included in a SEPA XML file that has been generated but not yet uploaded to the bank. |
| Sent to bank | Included in a SEPA XML file that has been uploaded to the bank for collection. |
| On hold | Temporarily paused. Useful when you need to investigate an issue before collecting. |
| Pending retry | A previous collection attempt failed. The invoice is queued for another attempt. |
| Overdue | The due date has passed without payment. |
| Paid | The invoice has been settled. |
| Canceled | The invoice will not be collected. Can be reactivated by setting back to pending. |
| Refunded | Was paid but later refunded to the member. |
| Void | Permanently voided. Unlike canceled, a voided invoice cannot be reactivated under normal circumstances. |
Status side effects
When you change an invoice's status, Omoplata automatically updates the related transactions to keep everything in sync:
- Paid -- transactions become completed and a payment record is created.
- Pending -- transactions revert to invoiced.
- Canceled -- transactions are marked as canceled.
- Refunded -- transactions are marked as refunded.
- Overdue -- transactions are marked as overdue.
- Pending retry -- transactions are marked as failed so they can be retried.
- On hold -- transactions stay as invoiced but the invoice is paused.
- Void -- transactions are marked as void.
The SEPA payment workflow
When your club uses SEPA direct debit, invoices follow a specific path through the system:
- Pending -- the invoice is created and waiting for the next SEPA batch.
- Waiting to send -- a SEPA XML file has been generated that includes this invoice.
- Sent to bank -- the SEPA file has been uploaded to the bank.
- Paid -- the bank has processed the debit successfully, or the automatic fallback has confirmed payment after a waiting period.
If a SEPA file is deleted before being uploaded, any invoices in "waiting to send" status are automatically reverted to pending.
Viewing and managing invoices
Navigate to Finance > Invoices to see all invoices. The list shows each invoice's ID, member name, amount, due date, and status. You can search by invoice ID, member name, or description.
Changing invoice status
Select an invoice to see its details and available actions. The status dropdown shows only the transitions that are valid from the current state. System-managed statuses (waiting to send, sent to bank, processing) cannot be set manually -- they are controlled by the SEPA workflow.
Payment attempts
When an invoice goes through multiple collection attempts (for example, after a SEPA return), its ID is suffixed with a counter: INV-1000042-1, INV-1000042-2, and so on. This makes it easy to see how many times collection has been attempted.
If a SEPA debit is returned unpaid, the member may be charged an additional fee. The fee amount is configured in Settings > Billing.
Downloading invoice PDFs
You can download a PDF version of any invoice. In the member portal, members can also download their own invoices from the billing section. The download link appears next to the invoice amount wherever invoices are displayed.
Invoice statistics
At the top of the invoices page, a summary widget shows the key figures for the current month:
- Total due -- the total amount of all invoices due this month.
- Paid -- the amount that has already been collected.
- Outstanding -- the amount still waiting for payment.
- Count -- the total number of invoices for the month.
These statistics are updated periodically throughout the day.
Invoices in the member portal
Members can view their own billing history in the self-service portal. The portal billing page shows the five most recent transactions from the payer, with each entry displaying the description, formatted amount, and transaction date. If an invoice exists for a transaction, a download link is shown so the member can retrieve the PDF directly.