Invoice configuration

In this article, you will learn: Everything about invoice configuration

• General

• Add invoice configuration

• Edit billing configuration

• Activating invoice configuration

• Exporting invoices

Quick guide:

1. Go to Settings / Invoicing / Invoice configuration.

2. Create invoice configuration

3. Select the type of invoice generation

4. Activate configuration

General

With the help of invoice configuration, you can activate automatic invoice runs in your Magicline. This way, invoices will be generated and sent automatically based on your settings. This saves you the effort of creating manual invoices and on top of that, you can automatically send your invoices to your members.

Go to the settings and then to Invoicing / Invoice configuration.

Create invoice configuration

Via the button Create invoice configuration button in the upper-right corner you can create a new invoice configuration.

You can now specify for which sites this configuration should be shared. Please also choose a meaningful name for the billing configuration and the type of billing. Here you have two options:

Full payment: An invoice is always generated automatically when the payment of a receivable has been received in full.

Due date of the receivable: As soon as the due date of a receivable occurs, an invoice will be generated automatically.

Important: Contributions that can be invoiced are collected daily and then combined on one invoice. For example, if three of a member's receivables are paid in full in one day, the billing run will combine those three receivables onto one invoice.

After clicking on Create, you will get to the detailed view of the invoice configuration, where you can edit the configuration.

Edit invoice configuration

Via the three-dot menu of the tile Invoice generation, you can make the following settings:

Edit Invoice Delay: The invoice will be generated only X days after the full payment or due date of the receivable has occurred.

Edit Invoice Generation: Select here for which payment types invoices should be generated automatically. The payment type refers to the member's payment method.

(de)activate invoicing for device purchases: Since sales to equipment are usually vouchered by the machine itself, this option is disabled by default.

Using the three-dot menu of the tile Invoice delivery, you find the link to jump to the settings for the automated invoice sending (go to Communication / Administration / Notification rules) and the option the invoice should be made available to your members in MySports Self-Service as a PDF document for download.

To ensure that invoices are automatically sent to your members, go to Communication / Notification Rules and activate the rule for invoice dispatch.

Tip: filing in MySports Self-Service saves you from sending invoices by letter and prevents invoices from possibly not reaching the member due to invalid email addresses.

Activation of the invoice configuration

The billing configuration can be used across locations, but must first be activated for each desired location. You can activate an existing billing configuration in the overview of billing configurations via the three-dot menu at the end of the respective line. Please select the desired start date from which the automated invoicing should begin.

Important: If you select a date in the past, invoices will also be created retroactively from this date. Depending on the configuration, this applies either to the due date or the payment date of a receivable.

The Activation History tile in the detailed view of the invoice configuration shows when the invoice configuration was activated for which locations and from which date invoicing was started.

Exporting Invoices

To export the invoices generated from your invoice runs, go to Finance / Accountant / Export Lists.
Click the Create Export List button at the top right and select the Invoice List option from the dropdown menu.

You can set the desired date range and use the location picker to choose for which of your studios you want to export the invoices.

Once the export appears in the overview, you can start the download via the three-dot menu on the far right of the export’s row. You can choose to download the export as a ZIP file or an Excel file.

This way, you have all invoices from your invoice runs compiled in one place and can efficiently forward them to your accounting department or tax advisor.