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Multiple invoice templates

I search the forum, but I can't find anything regarding my situation...so I am posting it here. If there is a similar post and you can point me towards it, I would be greatful.

I guess my first question would be - can we create more than one invoice template? I have a template set up for new members and existing members who renew. This all works fine as I have the {Payment_Instructions} set up so that they make sense for these types of invoices. The instructions thank them for their membership payment and goes through some other 'membership' specific instructions.

What I am trying to do is invoice also set up an invoice that can be sent to our sponsors and other entities NOT associated with us as members, but more as contacts. So now when I send an invoice the {Payment_Instructions} for members is attached and it does not match what I am really trying to do.

Is there a way to create multiple invoice templates or even multiple {Payment_Instructions} that can be picked based on the type of invoice I want to send?

I hope that makes sense!!

37 votes
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    Larry KillerLarry Killer shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →
    Emma LythgoeEmma Lythgoe shared a merged idea: Configurable Invoices  ·   · 
    jamesjames shared a merged idea: Invoice/Payment Receipt Templates by Membership Level  ·   · 
    DonnaBDonnaB shared a merged idea: Invoice Template  ·   · 

    21 comments

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      • TomSTomS commented  ·   ·  Flag as inappropriate

        Also add macros for Organization mailing address and phone numbers that can be added to invoices, receipts and emails. Currently, you have to type that info in directly on each different template.

      • EugeneEugene commented  ·   ·  Flag as inappropriate

        I completely agree with this one. We also have two very different entities who are invoiced : members and sponsors. They really need different invoice templates as their payment instructions are not the same.

      • Emma LythgoeEmma Lythgoe commented  ·   ·  Flag as inappropriate

        Allow the system to configure different types of invoices. This is high priority. One for membership fees and another for events, training courses etc.

      • Matthew ThomureMatthew Thomure commented  ·   ·  Flag as inappropriate

        We would very much like the ability to use multiple invoice templates. One template is very constricting. We not only have multiple membership levels, but we also create many manual filing fee invoices on a daily basis, which really need their own distinct template.

        It does not make sense to include the specific information in a membership email (as mentioned below by Dmitry) because our filing fee invoices are generated one at a time based on specific due dates, not for a list of members. And as of yet, you do not offer a way to generate multiple invoices at once, although this is another wishlist topic we hope you will add.

        Our members need to be able to see the appropriate instructions at the time the invoice is received. Adding a custom message to each invoice emailed is not efficient.

        Please add this feature!

      • jamesjames commented  ·   ·  Flag as inappropriate

        It would be very handy to have different templates by membership level for invoices and receipts and payments. In that way, the messaging can be contextual to the membership level.

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        John - what kind of membership information are you including into the invoice template? Have you considered sending that information in one of the membership emails instead?

      • JEnglundJEnglund commented  ·   ·  Flag as inappropriate

        Parent Booster USA would also like to be able to have an invoice for membership and another for other transactions. As it is, our invoice template is so full of membership-related information that when we use it for other things, e.g., to collect pre-paid filing fees, members get confused and think we're billing them again for their membership.

        Thanks,

        John Englund

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        Hi Donna,

        Can you tell us what kind of information would you ideally like to put on the membership invoice?

      • Tim WhitneyTim Whitney commented  ·   ·  Flag as inappropriate

        As a new account on WA, we're now moving forward with invoices, events, etc.

        I support the idea of having multiple invoice templates or selection capabilities.

        For our events - we have three payment methods:

        1) Online-Paypal

        2) @ The Door

        3) Mail in a Check

        Thus, IMHO having the registrant choose their payment method and then have the associated invoice type generated/sent would be really helpful.

        Regards,

        Tim

      • ruthiyaelruthiyael commented  ·   ·  Flag as inappropriate

        I'd like to see this as well.

        We would like to avoid too many emails when a member's renewal is coming up, and just send them the invoice with some personalisation about how much we'd appreciate their renewal for another year.

        We just set up our Wild Apricot database recently. Most of our members have never logged on to their account, and might not have the understanding or patience to create a password and log in for the first time. The invoice makes it easy to pay but needs more of a personal touch.

        We'd appreciate invoice templates for different purposes, mainly membership and events. At the moment our workaround is to turn off invoices for events, as anyone registering online probably will be continuing on to payment and doesn't need a separate invoice.

      • MembershipMembership commented  ·   ·  Flag as inappropriate

        "For event registrations (can be changed for each event)"

        We would like a multiple option as well. It is good that the payment instructions can be changed for each event but we often run multiple events at ONE time (ex: 1-conference 2-banquet 3-golf outing 4-trade competition).

        We also have two organizations working together on some events. Invoices often need to reflect the name of one organization OR the other depending on who is collecting payment.

        Any help would be appreciated. Thanks

      • MaxMax commented  ·   ·  Flag as inappropriate

        Thanks Dimitry

        I think I misunderstood what that field was for. I've had another look and it does seem to go a long way to solving my problem - thanks.

        We are currently discussing how we can start using WA to streamline invoicing and payment tasks and this seems to solve one of the biggest blockers we were having. Thanks for coming back to me.

        Max

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        Max, have you considered using the Payment instructions in events to specify that payment is only taken only - and a different one for other invoices?

      • MaxMax commented  ·   ·  Flag as inappropriate

        Hi,

        We'd love this feature.

        For the sake of simplicity we only take payments for events online (they are for both members and non members) but allow memberships to be paid via a number of means.

        We currently have the invoices suppressed on WA and continue to invoice from our accounting package becuase we're unable to change the template invoices for each type.

        Thanks

        Max

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        I would appreciate more details - what kind of differences would you like to have between those invoices and why?

      • shootershooter commented  ·   ·  Flag as inappropriate

        We would also like to see multiple invoice templates.

        For example, new members would see one template, renewing members would see another, then existing members signing up for additional services during the member year would see another.

        Thanks!

      • Bill TidballBill Tidball commented  ·   ·  Flag as inappropriate

        We also would like to have the ability to use different invoice templates based on membership level and type of invoice.

        Our need is driven by the requirement to inform the member of the percentage of their dues that could be tax deductible based on time our association spent in lobbyist activities. This percentage is different year to year and is required on the invoice. This could be different based on the membership level as there could be a difference between a vendor vs a association member. This type of tax deduction should not apply to events or training and so we would NOT want this statement on every type of invoice.

        Please let us know if there is a way to do this within the system or if you require more clarification.

      • Evgeny aka Apricot KernelAdminEvgeny aka Apricot Kernel (Product Manager, Wild Apricot) commented  ·   ·  Flag as inappropriate

        I'm surprised actually that nobody came up with this idea before - having multiple invoice templates that to be used for different workflows (i.e. one template for applications, another - for event registrations). This is especially important for custom invoices.

        But problem with payment instructions is also interesting. You are basically talking about ability to have a set of instructions somewhere and be able to choose specific one for a specific invoice, right? We did not consider this at this angle. Can you give more comments on that?

      • Larry KillerLarry Killer commented  ·   ·  Flag as inappropriate

        Denys:

        Thank you for taking it into consideration. Hopefully there will be enough interest. I can really see a benefit from having the option to save several templates and then have the ability to chose the one that you need. Of course you could always have a default template that would go out if no other template is chosen.

        For now I guess my work around will be to save word documents for each template that I need. I will then copy and paste the text from the document into the WA template as I need them.

      • anonymous_96.44.245.50anonymous_96.44.245.50 commented  ·   ·  Flag as inappropriate

        Larry, unfortunately there is only one invoice template and payment instructions macro. But let me move this to our wishlist forums to see how many would be interested in such option.

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