# What Invoices does

> Every invoice the club raises, whatever raised it: what is owed, payments recorded against it, what is overdue, and the invoice as it prints.

Who this is for: Anyone with “See all invoices and payments” or “Raise invoices and record payments” (by default: Administrator, Head Coach, Casual Staff, Reporting, Treasurer).
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/invoices/overview/

Invoices holds every invoice the club raises, whether the office raised it by hand or another part of Sports Club OS raised it: a membership renewal, a monthly membership, a function's deposit, a term of classes, a month of bar charges. Each invoice says who it is billed to, what it is for, the GST in it, what has been paid and what is still owed. The office records payments against it, and it prints as a tax invoice.

## Who uses it

- **The club office** raises and changes invoices, records payments and voids invoices raised by mistake. The Administrator, Head Coach, Casual Staff and Treasurer roles can by default.
- **People who read the figures** see every invoice and its payments, and change nothing. The Reporting role can by default.
- **Members** see their own invoices on **My invoices & receipts**. See [See your invoices and receipts](https://sportsclubos.net/help/me/invoices/index.md).

Your club can change who does what on Roles & permissions.

## Its pages

| Page | Where | What it is for |
|---|---|---|
| **Invoices** | Club > Invoices > All invoices | Every invoice, newest first, with a search box, the **Filters** panel, what is owed by age, **Export debtors CSV** and **New invoice**. |
| **Unpaid invoices** | Club > Invoices > Unpaid invoices | Every issued invoice with something still owing, and the stage each has come to on the club's reminder schedule. |
| The printable invoice | **Print / PDF** on any invoice | The invoice laid out for paper or a PDF. |
| **Invoice reminders** | Admin > Settings, the **Invoice reminders** tab | The reminder schedule. No reminder is sent yet. |

## An invoice's status

- **Draft**: started and not issued. Nothing is owed on a draft.
- **Issued**: owed, and not yet due or due today.
- **Overdue**: issued, and the due date has passed. Nobody sets this: Sports Club OS works it out each day from the due date.
- **Paid**: payments recorded on it add up to its total.
- **Void**: raised by mistake and no longer owed. It stays on record with its number.

An issued invoice with part of it paid stays **Issued** (or **Overdue**) until the rest is paid. Its **Balance** is what is left.

## The Invoices page

At the top, four boxes add up what issued invoices still owe: **Not yet due**, **1–30 days overdue**, **31–60 days overdue** and **Over 60 days**, each with how many invoices.

The list shows **Number**, **Billed to**, **Issued**, **Due**, **Total**, **Balance** and **Status**, 100 at a time, with **Show more** below. A renewal invoice carries a **Renewal** chip. The search box finds an invoice number, a name or the words of an item. The **Filters** panel narrows the list by **Status**, **For** (membership or other), **Month issued**, **Paid by**, **Amount** and **Billed to**.

**Export debtors CSV** downloads every issued invoice with the person's email address, the dates, the days overdue, the total and the balance, as a spreadsheet.

## Opening an invoice

There are two ways to open an invoice from its row:

- **The arrow at the start of the row** opens the invoice out underneath, in place. Several can be open at once. It shows the invoice as it prints, **What has happened** to it, and **About this invoice**: the member or contact (a link to their page, for someone who can see members), what it **Came from** where Sports Club OS knows (a membership renewal, a membership application, a function, classes, or the system the club used before), the payments, and the buttons **Record payment**, **Open invoice** and **Print / PDF**.
- **Anywhere else on the row** opens the invoice in a side panel, where payments are recorded and the invoice is changed, issued or voided.

![Part of invoice INV-04637, for Natalie Delaney, opened out under its row. What has happened: Invoice raised, Overdue with the number of days, Not yet paid with the amount owing, and Membership renews to 31/07/2027 when this is paid in full. Beside it, About this invoice: the member, Came from a membership renewal, Payments none recorded, and the buttons Record payment, Open invoice and Print / PDF.](https://sportsclubos.net/help/img/invoices-panel-1600.webp)
*What is still to come is listed last, in grey. Shown in release 2026.10.29 · Invoices · as an Administrator.*

**What has happened** is made from the invoice's own dates and payments: **Invoice raised** (and who raised it), **Last changed**, each **Payment of …** with its method, **Fell due**, **Paid in full**, **Voided**, and for a renewal **Membership renewed to …**. Below those, in grey, is what is still to come: **Due in … days**, **Not yet paid** with the amount owing, and for a renewal **Membership renews to …** once it is paid in full. An overdue invoice says **Overdue by … days**.

If the details cannot be fetched, the area says **This invoice could not be loaded.** with **Try again**.

> **Note:** In a window about 1,360 to 1,440 pixels wide with the side menu open, the **Item** column of an invoice shown in the panel can be so narrow that descriptions wrap a few letters to a line. Make the window wider, or press **Print / PDF** to read the invoice on a page of its own.

## Where invoices come from

| Raised by | How |
|---|---|
| The office | **New invoice** on the Invoices page. See [Raise an invoice](https://sportsclubos.net/help/invoices/raise-an-invoice/index.md). |
| Renewals | The **Renewals** page (Club > Invoices > Renewals), or automatically for members on Auto renew and invoice. Paying a renewal invoice in full moves the member's expiry to the new date and makes them Active. See [Raise renewal invoices](https://sportsclubos.net/help/membership/renewals/index.md). |
| Monthly membership | One invoice a month for a household that pays monthly, a line for each person. See [Paying yearly or monthly: how it works](https://sportsclubos.net/help/membership/yearly-or-monthly/index.md). |
| Membership applications | The first invoice when the committee's election is recorded. See [Record the committee's election](https://sportsclubos.net/help/applications/record-the-election/index.md). |
| Functions | The deposit and balance of a function hire. See [What Functions does](https://sportsclubos.net/help/functions/overview/index.md). |
| Classes | Term fees, passes, and classes charged to a household's account each month. See [What Classes does](https://sportsclubos.net/help/classes/overview/index.md). |
| The till | A household's bar and shop charges for the month, on one invoice. See [Charge to a member's account](https://sportsclubos.net/help/pos/charge-to-account/index.md). |

Each invoice line has a category (membership, court hire, bar and so on) and a GST code. They decide where the income is counted in the reports and on the BAS. See [Invoice line categories and GST codes](https://sportsclubos.net/help/invoices/categories/index.md).

## What it does not do

> **Not built yet:** Sports Club OS does not email invoices, and members cannot pay by card online. Print the invoice or save it as a PDF and send it yourself. Members see every invoice addressed to them on **My invoices & receipts**. See [What is not built yet](https://sportsclubos.net/help/reference/not-built/index.md).

> **Not built yet:** invoice reminders are not sent. The club can set up a reminder schedule, and Unpaid invoices shows the stage each invoice has come to, but no reminder email goes to anyone. See [The reminder schedule](https://sportsclubos.net/help/invoices/reminder-schedule/index.md).

- There are no credit notes, and no refunds on an invoice.
- A payment cannot be taken back off an invoice once it is recorded, and an invoice with a payment on it can no longer be changed or voided.

## Articles

- Tasks: [Raise an invoice](https://sportsclubos.net/help/invoices/raise-an-invoice/index.md), [Record a payment](https://sportsclubos.net/help/invoices/record-a-payment/index.md), [Change or void an invoice](https://sportsclubos.net/help/invoices/change-or-void/index.md), [See what is still owing](https://sportsclubos.net/help/invoices/unpaid/index.md), [Print an invoice or save it as a PDF](https://sportsclubos.net/help/invoices/print/index.md).
- How it works: [The reminder schedule](https://sportsclubos.net/help/invoices/reminder-schedule/index.md), [Invoice line categories and GST codes](https://sportsclubos.net/help/invoices/categories/index.md).
- Related: [How GST is worked out, and how prices are entered](https://sportsclubos.net/help/finance/gst/index.md), [Why is the GST a cent different from 1/11?](https://sportsclubos.net/help/finance/q-gst-cents/index.md), [What Bank reconciliation does](https://sportsclubos.net/help/bank/overview/index.md), [What Finance does](https://sportsclubos.net/help/finance/overview/index.md), [See your invoices and receipts](https://sportsclubos.net/help/me/invoices/index.md).