Invoicing teams

The invoice overview is a federation-level module. The Fakturaer entry under Economy, and the per-invoice screens behind it, are only available to federations where the invoicing module is switched on. If a tournament administrator cannot find it, the first question is whether the federation has that module, not whether the tournament is set up correctly. Invoice settings, deadlines and the invoice/reminder action in the team ledger follow the user's own rights on the tournament.

The giro layout is a Norwegian convention. The Norwegian invoice style (yellow) option under Grafikk reproduces the pre-printed Norwegian giro form. Organisers outside Norway normally use the table layout.

KID numbers depend on the bank agreement, not the sport. A tournament with a bank agreement gets a unique scannable reference per invoice; one without gets the text reference you compose under Betaling merkes. Which banks and formats are supported is covered under OCR and bank file reconciliation.

Beach volleyball tournaments run by the Swedish volleyball federation always get the PayPal setup block on the invoice settings page, even when no merchant account has been entered yet. Everywhere else that block only appears once a merchant account exists.

Payment terms, when a club must have paid, and what happens if it does not, are federation policy. Profixio prints the due date you configure and can chase it; it does not enforce any consequence by itself.

Work through this before you generate the first invoice — most of it is awkward to change once invoices exist.

1. Prices are final. Fees per class, services and discounts must be set up, because an invoice freezes the price at the moment it is generated. Changing a price later does not rewrite invoices that already exist. See Fees, services and discounts.
2. The sender details are filled in. On the tournament's Invoice Settings page, fill in the invoice header name, address, postcode, city, organisation number and — if you need it on the document — the VAT number. These are printed on every invoice.
3. A payment reference is decided. Either the tournament has a bank agreement with KID numbers (each invoice gets a unique scannable reference), or it does not, and Profixio instead prints a text reference you compose yourself under Betaling merkes.
4. The invoice number range is set. Invoices are numbered from a start number upwards. The start number locks as soon as the first invoice exists for the tournament, so get it right first.
5. Due dates are set. See the deadline settings below.
6. The layout looks right. Use Preview Registration Invoice and Preview Services Invoice on the invoice settings page. These render a demo invoice for a fictitious team and save nothing.

Teams on the waiting list are never invoiced, by design. Take a team off the waiting list first if it is supposed to pay.

Open the tournament's settings and choose Invoice Settings (the economy settings page). You need tournament settings rights to open it. The page changes shape depending on whether the tournament has a bank agreement for KID numbers, and whether it collects money online instead.

Billing

• Use invoices for team registrations and Use invoices for orders — for each of the two invoice types, choose between "invoice received by e-mail or printed directly at registration" and "invoice is not mentioned on the registration page". Setting a type to "not mentioned" hides invoicing for it, including the buttons that create the invoice.
• Kontonr — the bank account number printed on the invoice.
• Activate OCR is shown but cannot be switched on yourself: "Contact Support for help setting up automatic OCR invoicing".

Address field — invoice header name, the e-mail address invoices are sent from, a contact mobile number, address, postcode, city, organisation number, and the optional VAT number ("VAT Number will be shown in the invoice. Optional field.").

Economy Extra Settings — whether a discount line is shown on the invoice, and whether payments are registered for this tournament at all.

Betaling merkes (only when the tournament has no KID agreement) — how the payment reference on the invoice is built: prefix plus a system-generated id, prefix plus club plus team plus class, prefix plus club, or prefix plus team plus class. You give the registration and the services references their own prefixes. This block also holds the invoice number range: the start number, the last allowed number, and a read-only display of the number currently reached.

OCR Information (only when the tournament has a KID agreement) — the KID length, bank name, IBAN and SWIFT, plus the same invoice number range fields. Without an agreement you instead get a plain Bank Information block with bank name, IBAN and SWIFT.

E-mail — which e-mails the tournament sends, plus a list of extra addresses that should receive copies. Each extra address is validated; a malformed one is rejected with "The email is invalid".

Messages — the default text printed on the invoice, the e-mail body, and the default text used for payment reminders.

Grafikk — the visual style of the invoice PDF: No graphics, Norwegian invoice style (yellow) (the pre-printed giro layout) or General invoice (table).

Account & project (a separate button on the same page) — the accounting coding that follows the money into your bookkeeping: account, department, project and VAT rate, set once for the registration fee, once for credit notes on services, and per service in a list of all the tournament's services. The Copy to empty button on a service row copies that row's coding into every other row that is still completely blank.

One warning is worth internalising: changing these settings does not touch invoices that have already been generated. A wrong address or a wrong account on an issued invoice can only be fixed by crediting it and issuing a new one.

Due dates do not live on the invoice settings page — they are on the tournament's Tournament Deadlines page, which has one block for registration and one for services.

In each block, Set deadline as offers two ways of working:

• Specific date — every invoice of that type gets the same fixed date.
• Days after invoice opened — the invoice gets today's date plus the number of days you choose (0–40). Use this when teams register over a long period and a fixed date would already be in the past.

There is also a reminder deadline in days, used as the default due date when you create a payment reminder.

If nothing is set, Profixio falls back: a services invoice uses the registration setting, and registration falls back to 14 days from today.

When you invoice many teams at once you can override the due date for that run only. The field says so explicitly: "Due date on the generated invoice for this run only — it does not change the tournament deadline settings." Nothing you type there is written back to the tournament.

The quickest route is the team itself. Open the team and go to its Economy tab. You get one block for Påmelding (the registration fee) and one for Tjenester (services), each showing the total, what has been paid and what is outstanding.

If the team has an amount that has not been invoiced yet, a button appears in that block: I want to pay this (create invoice). Press it and Profixio builds the invoice and its PDF. The button only appears when all of the following are true:

• the tournament actually uses invoices for that type,
• there is an uninvoiced amount,
• the team is not on the waiting list,
• the tournament is not collecting money online instead.

Registering a team only prepares the link to an invoice; the invoice itself is produced when the team leader presses that button. This keeps the team clear of credit notes if it registered in the wrong class or withdraws before the deadline, because nothing has been invoiced yet.

Once the invoice exists it is listed in the same block with its number and due date, and three actions:

• Print Invoice — opens the PDF.
• Send Copy… — e-mails it (see below).
• Betal… — registers a payment against it, if you have economy rights.

Team leaders see this tab too, and they can create and print their own invoice with the same button — that is the intended self-service route for a club that needs a document to pay against.

The same generate action exists from the invoice overview screen, where the confirmation message spells out what happened: the invoice was generated, and no e-mail was sent.

Mass invoicing lives in the team ledger (Economy → Kundereskontro). Filter or search to the teams you want, tick them, and choose the bulk action Invoice / payment reminder.

The options modal asks for:

• Include registration fee and/or Include services — at least one is required. Each shows how many of the selected teams actually have an unpaid balance of that kind.
• Registration fee due date / Services due date — prefilled from the tournament's deadline settings, and applied to this run only.
• Generate & attach PDF invoice — "Send each team an actual PDF invoice, not just a plain payment reminder." Leave it off and teams get a plain reminder message with no document.
• Send as — New invoice or Reminder.
• Send to — Email (PDF attached) and/or SMS (link to invoice).
• Message — required; prefilled with the tournament's default reminder text.

Profixio then works through the teams one at a time and decides per team:

• A team with nothing outstanding is skipped and counted as already paid.
• A team whose invoiced amount does not cover what it owes gets a brand new invoice.
• A team that already has a covering invoice gets that invoice re-sent, not a duplicate.
• If the tournament's KID setup changed after an invoice was made, the old one is credited and a fresh one is generated, so the team never gets a reference that no longer works.
• With Reminder selected, a reminder document is produced on top of the existing invoice.

Each team is sent in its own language where one is known.

Watching it run. A Mass invoicing progress panel appears at the bottom of the ledger and refreshes by itself: a progress bar plus counts for Teams invoiced, Teams skipped (paid), Emails sent, Invoices generated and Invoices reused. Failures are listed per team and can be expanded — "The invoice was generated but could not be delivered", "Invoice generation failed. The issue has been logged", plus the specific address or phone number that bounced. Dismiss clears the panel.

One team failing never stops the rest of the run. If both invoice types were selected, the two runs are chained and the counters keep accumulating across both.

You need economy rights on the tournament and team-editing rights to use this, and the tournament must be allowed to send e-mail.

From the team's Economy tab, Send Copy… opens a small form asking "To whom should the invoice be sent?". You can either press To the team, which sends to every e-mail address Profixio knows for that team (its administrators plus the invoice address on the team), or type a single address and press Send — useful when a club's finance office needs it and is not registered on the team.

From the invoice overview and the invoice list on a team you also get Send by email, which additionally lets you pick the language and write a message.

What the recipient gets:

• The invoice PDF, named after the invoice: invoice_<number>.pdf, remainder_… for a reminder, creditnote_… for a credit note.
• With a reminder, the original invoice is attached as well, stamped as already issued, together with any credit notes on it.
• If the invoice has already been paid, the mail goes out as a receipt instead, with a receipt PDF attached.

Sent by SMS, the team gets a short message with the subject, your message and the due date.

Every download and every e-mail dispatch is logged per invoice and can be inspected from the invoice's Views / "Downloads and emails" screen, so you can answer "we never got it" with dates and addresses.

A reminder in Profixio is a real document, not just a nudge: it gets its own reminder number, its own due date and its own PDF, and it points back at the original invoice.

You can create one in two places:

• On a single invoice, via Create reminder. You get the payment deadline (prefilled from the tournament's reminder-days setting), a message, an Amount paid field — anything already paid is subtracted from the reminder — a language, whether to send it by e-mail, and the recipient addresses.
• For many teams at once, from the team ledger by choosing Reminder under Send as in the invoice/reminder action described above.

Reminders cannot be created for an invoice that is fully credited, and Profixio warns you if the team has in fact already paid the amount on the invoice.

The teams to chase first are those that never created an invoice at all. In the team ledger, the Quicksearch presets Invoice for Registration not created and Invoice for Services not created list them — one preset per type, because the registration and services deadlines are often quite different. Teams that created an invoice but still have not paid are the ones a reminder is for.

There is also a lighter option that produces no document at all: the same bulk action with Generate & attach PDF invoice switched off just sends a message about the outstanding amount. Chasing payments generally — who is unpaid, what has come in, saved views — belongs to the team ledger; see Team ledger and payment follow-up.

An issued invoice is never edited. Corrections are made by crediting.

Crediting a whole invoice. From the invoice — in the invoice overview, or in the invoice list inside the team ledger — choose Create credit note. You pick the language, whether to send it by e-mail, a message and the recipients. The credit note copies the remaining lines of the original invoice, and credits the whole remaining amount. When an invoice is credited in full it stops counting as an active invoice, and any reminders on it are deactivated with it. You can then correct the price or the order and generate a new invoice.

For most corrections this is the right tool: credit in full, fix the cause, re-invoice.

Crediting part of an invoice. Splitting a credit across the lines of a services invoice is done on the older per-team invoice screen ("Fakturaer for …"), which is still in use and is reached from a team's row in the OCR import detail. Contact Profixio support if you need a direct link to it. There you allocate the amount per line — "Allocate the amount to the invoice lines" — and whatever you do not allocate becomes a single line called Other credited amount. Profixio refuses an allocation larger than what is left to credit on a line, and refuses a total larger than the credit note itself.

Two limits are worth knowing before you promise a club something:

• Only services invoices have lines to allocate against. A registration-fee invoice is a single amount, so there is nothing to split it across.
• A free-amount credit note adjusts the money, not the order. The team's ordered quantities stay as they were.

Changing what was ordered. For services there is a dedicated correction screen on that same older per-team invoice page — "Change the services for an existing invoice" — where you reduce the quantities on an existing invoice. Quantities can only go down: the invoice total can never increase and can never go negative. Saving reduces the order and creates the matching credit note automatically, and the team is told about the change. To add services, order them on the team as normal and generate a new invoice for the difference.

If Profixio refuses to make a services invoice. You may see a warning that the ordered services cannot be reconciled with what has been invoiced, and that no invoice can be generated. The team's Economy tab then offers Synchronize invoice journal, which writes the outstanding quantities into the journal so the next invoice can explain them as proper lines. Run it and generate the invoice again.

Economy → Fakturaer opens the tournament's full invoice list — every invoice, reminder and credit note in one table. It is available on tournaments that use Profixio's own invoicing, to tournament administrators and to users with economy rights.

The table shows the invoice number, the payment reference, the category (invoice, reminder or credit note), whether it is for the registration fee or for services, whether it is still active, whether it is paid, the team, class and club, the amount, what has been paid, the due date, and which main invoice a reminder or credit note belongs to.

You can filter by category, invoice type, active or not, due date range, club, reminder, credit note and creation date, and export the filtered list to Excel.

Row by row you can:

• Show — all the details of that invoice in one panel.
• PDF — open the document.
• Send by email, Create reminder, Create credit note — as described above.
• Payment — register that the invoice was paid, with date, amount and an internal comment.
• Info — the team's full invoice picture, from where you can also generate a missing registration or services invoice, jump to the team's ordered services, open the ledger detail, or check the team in.

Selecting several rows at once offers Create credit note in bulk. Only invoices that can actually be credited are selectable.

Invoices that are no longer active are shown struck through.

Invoices are accounting documents, so deleting them is deliberately not self-service. If invoices were generated by mistake — a wrong price, a wrong number series, a test run on a live tournament — the message on the invoice settings page is the right one: "Contact Profixio support to remove the invoices."

What you cannot do is edit an issued invoice or change a generated PDF. Changing invoice settings afterwards does not alter documents that already exist.

Two things you can do yourself:

• Credit the invoice. This is the correct correction in almost every case: the money is reversed, the paper trail survives, and you can issue a fresh invoice.
• Fix the underlying data and re-invoice. Cancel the credit-worthy invoice, change the price, discount or order, and generate again.

In that setup the team ledger offers Collective invoice on selected teams, which collects several teams' registration and/or service charges into a single payment link, so a club with fifteen teams gets one thing to pay instead of thirty. This is a payment-link feature, not a Profixio PDF invoice.

Everything about payment links, methods, refunds and what the payer sees belongs to Online payments; how the money then reaches the organiser belongs to Payouts and settlements.

If the tournament collects money online, the PDF invoicing described on this page is switched off, and the economy settings page shows a Ping Payments block instead:

• Enable Ping Invoice — no invoice, invoice for registration and services, invoice for registration only, or invoice for services only.
• Force teams to pay to finish registration? — "When the team registers, it must pay before the team is registered in the tournament."

Behaviour that is not a setting:

There is no button to create an invoice on the team.

• The tournament may not use invoices for that type — check Use invoices for team registrations / Use invoices for orders.
• The team may be on the waiting list. Waiting-list teams are never invoiced.
• There may be nothing left to invoice: the amount is already covered by an existing invoice, or the team owes nothing.
• The tournament may collect money online, in which case payment links replace invoices.
• Payments may be switched off for the tournament.

Invoicing stops with "Invoice number series exhausted". The tournament has used every number in its invoice number range. Raise the end of the range in the invoice settings.

A services invoice is refused, with a message about the ordered services and invoiced amounts not adding up. Run Synchronize invoice journal on the team's Economy tab, then generate again.

The club says it never received the invoice.

• Open the invoice's downloads and e-mails history. It shows every address the invoice was sent to and when, and every time the PDF was opened.
• Check the addresses registered on the team. "To the team" sends to the team's administrators and its invoice address — if none of those is the club's finance office, nobody there will ever see it.
• If the run was a mass invoicing, open the progress panel: failed deliveries are listed per team with the address or number that failed.
• Remember that generating an invoice does not send it. An invoice can exist, correctly, with zero e-mails.

The amount on the invoice is wrong. Do not try to edit it. Credit it — in full, or partially if it is a services invoice — fix the price, discount or order, and generate a new one.

The invoice shows an old address, account or logo. The PDF was produced with the settings that were in force at the time. Changing the settings now does not change it. Credit and re-issue.