The Invoices section gives you a clear view of all invoices raised for your products and services, making it easy to track, manage, and take action when needed.
The Invoices section can be found by navigating to Sales Admin > Invoices.
Filtering, Manage and Search.
Filter by status:
You can use the tabs at the top to filter out your invoices by status.
Outstanding – No payment has been made on the invoice.
Pending – Payment has been made but hasn’t cleared yet.
Reconciled – When payment is completed.
Filter by Date Range:
Use the Date Range filter to narrow results by a specific time period - such as a custom date range, before a certain date, or even by presets like “Last Month.”
Search:
The search bar in the top right allows you to look up invoices by invoice number, amount, beneficiary, account owner, or status, helping you find what you need in seconds.
Manage Columns:
Customise your view with Manage Columns, selecting which details you want to see in the main table.
Export:
When you're ready to share or analyse your data, you can export your invoice report to Excel. You can also filter by status using the tabs at the top, and export just those invoices if needed.
Default Headings
- Date - The date the invoice was created and issued
- Number - The unique invoice ID. Click the number in the Invoice Number column to view full invoice details.
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The Account Owner is the person the invoice was sent to—usually the parent, guardian, or main contact. The Beneficiary is the individual the payment is for.
Example: A parent may be listed as the Account Owner, while the Beneficiary is their daughter attending the class.
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- Status - The status of that invoice:
- Outstanding – No payment has been made on the invoice.
- Pending – Payment has been made but hasn’t cleared yet.
- Reconciled – Payment is complete and the funds are in your bank account.
- Partially credited - A partial credit has been applied to the invoice.
- Credited - The full amount has been credited.
- Cancelled by organisation - The invoice has been cancelled by the organisation.
- Invoiced - The total amount billed to the Account Owner. If the invoice includes multiple products or beneficiaries, this figure reflects the final combined total.
- Received - The total amount that has been successfully settled and received by your organisation.
- Pending - A payment has been initiated and is currently in progress. For example, direct debits may take several days to process. You can view the predicted collection date by clicking the pending amount.
- Credited - The total value of any credits applied to this invoice.
- Refunded - The total amount that has been refunded back to the Account Owner.
- Outstanding - The remaining unpaid balance on the invoice.
Example: If an invoice totals £100 and only £50 has been received, the remaining £50 will show as outstanding.
Additional Headings (added via Manage Columns).
- Disputed - In some cases, a payer may formally dispute a payment by contacting their bank or payment provider. If this happens, the invoice will be marked as Disputed. For more information on disputes, click here.
- Days Overdue - This shows how many days have passed since the invoice was raised. In LoveAdmin, invoices are considered due on the date they’re issued. If the payment is via direct debit, it may show as overdue until the transaction is completed and reconciled - usually within 11 working days.
- Tax - Displays how much of the collected payment is attributed to tax.
You can see more about tax on LoveAdmin here.
Financial Actions
There are a number of actions you can perform on your invoices, either individually or in bulk. These actions depend on the status of the invoice.
To make bulk actions, use the tick boxes on the left-hand side to select the invoices.
To make individual actions, use the three dots on the right-hand side against each invoice.
Outstanding invoices:
Record Offline Payment - If a customer has paid outside of LoveAdmin, you can record it as an offline payment. This can be either a full or partial payment, and it will update the invoice and your financial reporting accordingly.
Tip: Make sure your organisation has enabled pre-authorisation in your settings. Go to:
Home > Settings > Organisation > Accounting and Billing > LoveAdmin pre-authorised payment details.
Raise Credit Note - You can raise a credit note against an outstanding invoice, up to the full amount. Since the invoice is outstanding at this stage, this will reduce the amount being requested from the customer and adjust the invoice balance accordingly.
Cancel Invoice - Cancelling an invoice means the customer will no longer be able to make a payment against it, and it will no longer appear as outstanding in their JoinIn account.
Tip: This only cancels the individual invoice. The customer will remain enrolled in the product, and any future renewed orders will stay active unless cancelled separately.
Pending invoices:
Cancel Payment - If a payment has been made against an invoice, there is a short window where you can cancel it - this depends on your payment provider:
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GoCardless – You can cancel the payment until 4pm the next working day.
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London & Zurich – You have until midnight on the same day to cancel.
After these cut-off times, the payment will be processed and can no longer be cancelled - at that point, you would need to issue a refund or credit if needed.
Tip: Cancelling a payment does not cancel the invoice. Once a payment is cancelled, the member can log into their JoinIn account and choose to pay the invoice again.
If you want to cancel the invoice entirely, you’ll need to do that separately after cancelling the payment.
Reconciled invoices:
Raise Credit Note - You can raise a credit note against a reconciled invoice, up to the full amount. Because the invoice has already been settled, the credit will be automatically applied to the Account Owner’s next invoice.
Refund - Click here to view our in-depth guide around online and offline refunds.