Send a Dues Invoice to Members


Sending dues invoices to members allows administrators to send payment requests to groups of members that owe a membership fee.

(Before sending invoices, the dues structure must first be set up. See "Dues Management: Getting Started" for more information.)

To send an invoice to members in the database, go to Dues Management > Send Dues Invoices.

  1. Under Please Select How to Proceed, select whether you'd like to Enter Search Criteria From Scratch (checkbox) or Load Criteria From [an] Existing Dues Notification (drop-down menu); initial options will display below.
  • Below, we'll explain each field as if you checked the Enter Criteria from Scratch box. Loading from an existing notification will auto-populate many of the fields based on previously entered information.

  1. Under Please select who you want to invoice, select either "Individual Paid Thru" or "Organization Paid Thru."
  • For this example, we will walk through sending an invoice to all individual members in the database, selecting "Individual Paid Thru."

  1. Under How do you want to search for paid-thru dates to invoice?, select the option that works for your organization.
  • For this example, we will walk through sending an invoice to all individual members in the database on a specific date, selecting "A Specific Paid-Thru Date."

  1. Select Continue; invoice filter option will display below.

  2. Fill out the newly displayed fields:
  • Trigger Field
    • Should auto-populate based on your answer for Please select who you want to invoice.
  • On This Date
    • Select the date for the invoice to be sent.
  • Create Invoices
    • Check this box to generate the invoice for each member type; checking this box will toggle which of the next two checkboxes are available.
  • Create & Attach New Invoice PDFs
    • If Create Invoices is checked, check this box to attach an invoice PDF to invoice emails.
  • Attach Last Unpaid Invoice PDFs
    • If Create Invoices is not checked, check this box to attach a PDF of the last, unpaid invoice to invoice emails.
  • Dues Option For Invoice Payment
    • Typically, "Based on Member Type, If Possible" should be selected to ensure each member only sees their specific member fees.
  • Send Email When Executed
    • Check this box to send an email to members when their dues invoice is generated.
  • Create Communication Record, If Email is Sent
    • Check this box to create a communication record in the members profile when the invoice and email are sent.
  • Suppress Top Banner For Email Messages
    • Check this box to omit your regular top-banner image from these emails.
  • Email From Address, From Email Name (Optional), Email Subject, and Email Content
    • Fill out accordingly, including instructions for the member on how to pay the invoice, or provide additional details.
  • Append Username to Email Messages
    • Check this box to append a member's username to the emails, which can help them remember their login information.
  • Email Me A Report When Complete
    • Check this box to generate an email once the invoice emails are sent; also fill out the "Output Report" fields below.
  • Output Report Subject, Output Report Email To Address, Output Report Email From Address, and Output Report Email Content
    • Fill out accordingly using the email address you'd like to receive the report.

  1. Ignore the options under the Deactivation Fields heading for now.
  • There is warning message explaining why.

  1. Under the Selected Member Types To EXCLUDE heading, select membership types to include/exclude, making sure each appears on the appropriate list.

  2. (Optional) select Preview PDFs to see a preview of what the PDF invoices will look like.

  3. Select Schedule Dues Invoices to This Group Now! to schedule out your invoices per the selections made.