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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!!

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    Larry Killer shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →


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      • Christine commented  ·   ·  Flag as inappropriate

        Our organization are also running into this issue now. I see Larry's comment posted on 2011 still isn't resolved. I question WA's commitment to improving its products and service, just raising your rates recently too!

      • Cindy Ransbottom commented  ·   ·  Flag as inappropriate

        I would also like to have multiple invoice options. It would be so helpful to be able to personalize the invoice to the exact situation. As a non-profit, we do sometimes add our transaction fee on to fees for payments by credit cards. With only one invoice, this can get confusing. People sometimes request an invoice for payment by check, and then when they receive it; they see the link for payment by credit card and change their minds. When this happens, we either have to absorb the transaction fee or go back to the member (which I do not like to do). Having multiple invoice templates would solve this problem.

      • Jim Loving commented  ·   ·  Flag as inappropriate

        I would like to have a different invoice template, payment instructions, and who should get copied on the invoice.

        I want to sent it to my supplier.

      • Anonymous commented  ·   ·  Flag as inappropriate

        I would like to modify my automatic renewal invoices so the "item" line does not say "Membership Renewal. Level..." but rather, "Certification Renewal..." I can do this when editing an invoice individually but can't figure out where or how to do this for the ones that go out automatically. Since I don't think this is currently an option, I'd like to see the invoices have a little more customization. Not all of us are membership organizations and having that in the invoice, and online when people join is really confusing.

      • Anonymous commented  ·   ·  Flag as inappropriate

        Individualized invoices! There should be the capability to customize an invoice for membership and invoice for events!

      • veawcd commented  ·   ·  Flag as inappropriate

        We create invoices for 4 different types of membership levels, which should really contain different wording. We also create invoices for our advertisers, which is a totally different type of invoice (it is in German). So it would be nice if we had multiple types of invoices - which would then generate multiple types of receipts of payment.

        We also have the issue that we are an e.V. who can issues tax receipts for membership payments. Some of them, but we can't do this, because we are limited by the fact that there is only 1 invoice and 1 receipt.

      • Gicalgary commented  ·   ·  Flag as inappropriate

        There are some cases where we would like to have a membership level where an invoice is sent out Monthly. It would be beneficial if we could customize an invoice template to reflect wording for the membership level.
        As an example, we have a membership level that would pay monthly, but we prefer not to call it a "renewal" but a "fee". The invoice would also come from a specific committee, which has their own logo that would be used for their invoice. The numbering could be the same, but some customization would be good.

      • Anonymous commented  ·   ·  Flag as inappropriate

        I would also like this feature, to be able to create different invoices for tax-deductible transactions vs not.

      • Gicalgary commented  ·   ·  Flag as inappropriate

        This is something that we would use as well. We have a preschool program that is run separately from the main use. We'd like to have a preschool membership, and modify the invoice template to use their logo instead of the regular logo.

      • Rich and Carrie Ackerman commented  ·   ·  Flag as inappropriate

        I also agree with this. We have different committees that need to know the amount that has been invoiced. Membership committee gets memberships, event committee gets event registrations, ticket sales go to someone else, etc. Right now everyone is stuck looking at everything and wading through each other's business. It would be much better if I could define an event invoice, a membership invoice, and a ticket invoice, for instance, with different information and most importantly sent to different people (who are not necessarily WA admins!)

      • TomS 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.

      • Eugene 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 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 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!

      • james 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 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?

      • JEnglund 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.


        John Englund

      • Dmitry 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 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.



      • ruthiyael 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.

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