Customizing invoices

Separate templates are used as the basis for invoices, payment receipts, and donation receipts. You can customize the content and appearance of invoices and receipts on an individual basis before emailing them, or modify their templates to customize all subsequent invoices or receipts.

Invoice settings

To display your invoice settings, hover over the Finances menu then click Invoice & receipt settings.

Within the invoice settings, you can:

  • control who receives copies of the invoice for pending transactions
  • set the next invoice number, and
  • customize the invoice email template.

The invoice number is automatically incremented each time a new invoice is created. You can set the next invoice number to be used, but if you enter a number that is already in use, multiple invoices may end up with the same number. The invoice number can up to 7 digits in length.

If you want payers to be emailed unpaid invoices, check the Send invoices for pending payments option. Invoices are only emailed if online payment is not completed within 15 minutes of confirming a transaction. If you want the email to be copied to everyone specified as system email recipients, then check the Copy invoice to organization contact option.

Customizing the invoice template

To modify the template used as the basis for invoices, click the View/edit invoice template link within your invoice settings.

You can then click the Send test email button to receive a sample invoice email or click the Edit button to begin customizing the template.

The test invoice email will be sent to the currently logged in administrator. The View invoice online link in the email is not a live link. Clicking it will not display an invoice but will return a 404 error.

When you click the Edit button, the content editor toolbar appears at the top of the screen. Using the content editor, you can customize the template by adding or removing text, graphics, and macros.

Since the same invoice template is used for all transactions – including membership and event transactions – you should not include information specific to any particular kind of transaction. For example, you should avoid including event details or information about individual membership levels.

Invoice macros

You can insert macros to include variable information such as contact name that vary from one invoice to the next, and to include constant information such as payment instructions that you don't want to have to update in multiple locations.

You cannot edit or otherwise modify macros. You can only insert or remove them. 

To insert a macro, click within the template where you want the information to appear, then click the Macro icon within the toolbar. From the list that appears, select the macro you want to use then click the Insert macro button.

Macros are specific to each template, so there are some macros that work for event emails but not for invoices. When you click Macro icon, only the macros specific to this template will be available. If you manually enter another macro that is not supported for this template, it will be ignored.

Macros available for the invoice template include:

The number of the current invoice

The date the invoice was created

{Charge Amount}
The total amount of the invoice

The total amount owed

The total amount of the invoice that has already been paid

Memo to payer, entered on the invoice by the administrator

Displays the invoice items.

Status of the invoice, either Paid or Unpaid

The origin of the invoice - (Name of event, membership level, ...)

Payment instructions for membership applications and manual invoices

Link to invoice details in public profile which allows user to view and pay the invoice online (does not require logging in)


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