Licence types, periods and licence invoicing

Swedish handball runs its seasons from 1 July to 30 June, and each season's period carries licence types for both indoor handball and beach handball. Beach handball transfers are open all year, while indoor handball follows the federation's own transfer calendar — which is why the Transfer Window Configuration dates are not shown on Swedish handball periods at all.

Two consequences for whoever maintains the periods:

• Beach competitions played in the summer fall after the season's 30 June end date. The lever for that is the game-ready gate on the finishing season, so that last season's licences still count for a tournament starting in July or August. Set it to the last day the old season's licences should be enough, and no further.
• Extending that gate is blunt. Every Swedish handball competition starting inside the extended window will accept last season's licences, not just the beach event you extended it for. Where only one tournament should run without licences, turn the licence requirement off on that tournament instead.

Swedish handball also has a longer payment term than the default: licence invoices fall due 30 days after they are created.

Swedish handball is one of three federations whose licence period screens are always available regardless of whether the federation runs transfers in Profixio.

Swedish bandy books licence invoices in its own finance system and only takes the invoice basis from Profixio. Its licence invoicing is therefore configured differently from every other federation:

• Invoices are not e-mailed to the clubs. Every licence invoice goes to a single federation address instead.
• Invoices are marked as paid the moment they are created, so nobody has to register the same payment twice and clubs are not chased for money in Profixio that they have already been billed for elsewhere.
• Transfers are invoiced earlier in the transfer process than for other federations.

Anyone reading Swedish bandy's paid/unpaid figures in Profixio should treat them as bookkeeping bookmarks, not as a statement about whether the club has actually paid.

Swedish bandy also has a date-driven transfer window on the period. Left empty, it defaults to 1 April through 15 January. Outside the window transfers are still possible, but they need an administrator's approval.

Only the federation itself maintains this. Clubs and districts cannot create or change licence types, periods or prices — they can only buy licences from what the federation has published.

A period also carries the federation's transfer types (the different kinds of club change and what each costs), because transfers are priced and invoiced in the same season and on the same club invoice as licences.

Licence periods are maintained by a federation administrator. There are two places to do it, and both write to the same data.

In the Profixio admin area (License Periods)

The list shows every period for your federation, newest first. Create opens a form with:

• a name for the period;
• the date from which teams may start registering with licences from this period;
• Licence Purchase Window Configuration — "Dates for when licences can be purchased": the period's start and end date;
• Player Registration Configuration — "Dates for how long licenses in this period are valid for play and registration": two optional dates, described in Season gates below;
• Transfer Window Configuration — "Dates for when transfers are allowed", with Transfer window opens and Transfer window closes. This section is only shown for federations that run transfers through Profixio with a transfer window on the period, and not for federations that follow their own transfer calendar;
• The period that is after this period — a pointer to the next season's period. Set it once the next period exists.

The extra date fields and the successor pointer only appear when you edit an existing period, not while creating it. Create the period first, save, then reopen it to fill in the rest.

In the older Profixio FX licence pages (Licence periods)

The same periods can be maintained in an editable grid, which additionally lets you set the period's sport and its invoice plan — two things the newer form does not expose. Rows are added and edited inline in the grid.

Deleting a period. A period cannot be removed from the Profixio admin area at all. In the older licence pages, deleting a period that has no licence types and no transfer types removes it; a period that already has either is only marked as deleted and shown struck through in the list. Marking it deleted hides it from period pickers everywhere, including from clubs buying licences — this is the safe way to retire a period you created by mistake, but never do it to a season that has licences on it.

A licence type always belongs to a period, so choose the period first.

In the older Profixio FX licence pages (Licence types) you pick a period at the top of the screen and then get a grid of that period's licence types. New types are added inline in the grid. Each type has:

• a short type name and a longer description — both are shown to whoever is buying the licence, and both can be changed at any time, including after licences have been sold;
• an information text shown alongside the type when it is offered;
• the sport it applies to (see Types that cover all sports below);
• an age range, from and to;
• a price and an accounting account;
• optionally, other licence types that give a discount on this one.

Depending on what your federation has switched on, further columns appear on the same grid: a licence approval workflow (whether the type needs approval, whether the district handles it, whether the club may add a free-text note), whether the type is a coach licence, a validity in days for short-term licences, licence sub-types, and a block of double-licence settings (which types this one may be combined with, which types it blocks, whether the licence is limited to one team, the age tolerance up and down, whether it is open to all genders, and whether it requires a transfer).

In the Profixio admin area, the licence types of a period are listed under the period itself, with the number of licences sold on each type and its price. From here you can edit an existing type — its name, description, age range, sport, and the Requires transfer tick — but you cannot create a new type and cannot delete one. Creating types is done in the older licence pages.

Types are never deleted. To retire a type, stop offering it: leave it out of the next period rather than trying to remove it from this one.

A licence type normally names one sport, and is then only offered for that sport's competitions.

A type can also be saved with no sport at all. That is a deliberate setting, not missing data: it means "valid for every sport this federation runs". Multi-sport federations use it for a single licence that covers, for example, both indoor and beach play, so that a player buys one licence instead of two.

Two things follow from it:

• When both a sport-specific type and an all-sports type could apply, the sport-specific type wins. The all-sports type is the fallback.
• If your federation encodes the sport in the type name instead of in the sport field, all your types will be all-sports types. That is a valid way to run it, but Profixio then cannot filter types by sport for you.

Do not "tidy up" types that have no sport by filling the sport in. On a multi-sport federation that narrows which competitions the licence covers, and can break transfers that rely on the all-sports fallback.

The price is a plain amount on the licence type. There is no separate price list, and there is no price that varies per club or per district — the same type costs the same to everyone in the federation.

Age is expressed by making several types. Instead of one type with a price table, a federation creates several types in the same period with different age ranges and different prices, and Profixio offers each player only the types their age allows.

Age is calculated as the period's starting year minus the player's birth year — it is a birth-year band, not an exact age on the day. A player born in 2010, in a period that starts in 2026, is treated as 16 for the whole period, whatever their birthday. This is the same rule for every federation.

Two optional settings widen the band without changing it: an allowance for players a given number of years above the upper limit, and one for players a given number of years below the lower limit. These are the dispensation settings, and they only appear on federations that have the double-licence settings switched on.

Discounts are configured on the type itself: you list the other licence types that earn a discount on this one. If the player already holds one of those, the discount is the price of the most expensive one they hold. This is how a second, cheaper licence for a player who is already licensed is normally set up.

A price of zero is allowed and is used for free licence types. It has a side effect on invoicing — see Invoicing licences to clubs.

Transfer types carry their own separate price, set per period alongside the licence types.

A period's end date normally decides everything: after it, licences from that period no longer make a player game-ready and can no longer be used to register.

Competition seasons rarely stop cleanly on that date, so a period has two optional override dates, in the Player Registration Configuration section of the period:

Both are compared against the start date of the competition, not against today. Left empty, each falls back to the period's own end date.

They are normally set differently: registration is allowed to run longer than game-readiness, so clubs can register teams for the new season before everyone has bought the new season's licence, while still being told who is not yet game-ready.

Two warnings.

1. Because these dates are matched against the competition's start date, a competition keeps whatever answer its start date gives it, forever. Moving the gate later does not "re-arm" it later; it changes the answer for every competition starting inside the new window.
2. Extending a gate to cover a competition that is played after the season has rolled over will make the whole overlapping window behave as if the previous season's licences are still enough — for every competition of that federation that starts in it, not just the one you were thinking of. If the goal is to let one specific tournament run without licences, turning the licence requirement off for that one tournament is the safer lever. See Playing rights and eligibility.

There is no automatic rollover. Starting a new season is a manual sequence:

1. Create the new period with the new season's dates.
2. Open the licence types screen and select the new period. Because it has no licence types yet, a copy from period choice appears: pick last season's period and copy. All of its licence types are copied into the new period. The same is offered separately for transfer types.
3. Go through the copied types and correct prices, age ranges and anything else that changed. The copy is a starting point, not a decision.
4. Set the season gates on the old period, if the old season's competitions run past its end date.
5. Point the old period at the new one using The period that is after this period.

The copy option only appears while the new period is still empty. Once you have added or copied a single type it disappears, and the rest has to be entered by hand — so copy first, edit afterwards.

Licences bought by clubs are not paid at the moment of purchase. They accumulate as unbilled items and the federation invoices them in a batch.

Where it is done. The invoicing screen in the licence pages. Choose a period, and you get one table per club listing everything not yet invoiced for that club: each licence with the player and the amount, each transfer, and any manually added invoice items. Rows in a colour other than black are transfers and manual items rather than licences.

What you can do per club, before invoicing

• Tick and untick individual rows; select all / deselect all per club.
• Edit a row: change the amount of a licence or transfer, or the text, amount, account, cost centre and project of a manually added item.
• Add an invoice item to a club: a free text and an amount, optionally pre-filled by choosing one of the federation's economy articles, which fills in the text and the accounting codes for you. The amount must be greater than zero.
• Remove selected rows — despite the name, this only deletes the manually added invoice items among the ticked rows. Ticked licences and transfers are left alone, and the items are deleted as soon as you press the button. To take a licence off a club's bill you have to remove the licence itself elsewhere.

Creating the invoices

• Invoice this club creates one invoice for the ticked rows of that club.
• Invoice all clubs creates one invoice per club with anything outstanding, without going through the tables.

Each invoice gets the next invoice number from a counter and a due date of today plus the federation's payment term — 20 days unless the federation is configured differently. Every invoiced licence, transfer and item is then stamped with that invoice and disappears from the unbilled list.

Automatic behaviour worth knowing

• When you use Invoice all clubs, an invoice whose total comes to zero is marked paid immediately and no e-mail is sent — this is what happens to clubs that only had free licence types. Invoice this club does not do that check: it will create and e-mail a zero-amount invoice.
• Otherwise the invoice is e-mailed to the club with the PDF attached, to the club's e-mail address and to its separate invoice e-mail address if it has one.
• Some federations are configured to send every licence invoice to one single address instead of to the clubs, and to mark invoices paid the moment they are created, because the money is handled in another system.

Correcting an invoice after it has been created

There is no credit-note document. Three tools exist instead:

• Undo the invoice. On the invoice's own detail screen, undo invoice puts the licences back on the unbilled list so they can be invoiced again, and writes a note on the invoice. It does not delete the invoice, and it does not release transfers or manually added items — those stay attached to the old invoice number. Use it for a batch invoiced by mistake, then check what is left behind.
• Register a credited amount when registering a payment. It reduces what remains outstanding without changing any line, and it is what makes an invoice count as fully paid for less than its total.
• Send a copy of the invoice to the club again from the same detail screen, for instance after correcting the club's e-mail address.

Re-running the invoicing screen is safe: only items that have never been invoiced are picked up, so nothing is billed twice.

There is no VAT handling on licence invoices — amounts are invoiced exactly as configured on the licence type or entered on the item.

Afterwards — the sent-invoices screen lists invoices by year with what was invoiced, what has been paid, and how many are overdue. From there you can re-send an invoice or a reminder by e-mail, register a payment (including a credited amount, which reduces what remains), download all invoices of a date range as a zip of PDFs, and export the invoices to your accounting system in the format your federation uses.

Districts. For federations that invoice per district, a district administrator sees only their own district's items, and invoice numbers come from the district's own counter rather than the federation's.

What the invoice looks like

The PDF is headed Invoice and carries the federation as sender and the club as recipient, with Customer Number, Invoice Number, Invoice Date, Due date and the total Amount, and the federation's payment details at the foot — address, phone, e-mail, website, organisation number, giro or bank account, IBAN and SWIFT. The lines are listed under Description and Amount: licences show the player and their birth year, transfers show which clubs the player moved between, and anything else shows its own text, with Total at the bottom. The PDF does not show whether the invoice has been paid — that only exists on screen.

Clubs can be given a page in Profixio that lists the invoices their federation has sent them.

The menu entry is Invoices and the page is Club Invoices. It shows three totals at the top — Overdue Invoices, Pending Invoices and Paid Invoices — above a table with Invoice Number, Invoice Date, Due Date, Amount, Payment Status and Paid Date. The status is a badge reading Paid, Overdue or Pending; an invoice counts as paid once the payments plus any credited amount reach the invoice total, and overdue once the due date has passed and it is not paid. Each row has a Download PDF action.

The page is read-only. Clubs cannot dispute, pay or change anything here — the page itself says "View and download your club invoices. Contact your organization if you have questions about any invoice."

If a club sees no menu entry at all, the federation has not switched the page on: it is the Show invoice page for clubs setting on the federation, described as "Allow clubs to view their invoices in the app". If the entry is there but the table says No invoices found, no invoices have been created for that club yet.

Only club-level users see this page. Federation and district staff look at the invoices from the invoicing screens instead.

Clubs also still reach an older invoice list and a per-invoice detail page in the Profixio FX licence pages, showing the same invoices with the number of players on each and who sent it, and a view as PDF button.

Licence invoices are meant to leave Profixio and be booked somewhere else. There are two routes:

• File export from the sent-invoices screen, in the format the federation is set up for. Different federations use different formats, and the export tick box only appears when a format is configured.
• The invoice API, for federations whose accounting or ERP system pulls directly. It lists invoices with their lines and totals, fetches a single invoice, downloads an invoice PDF, and accepts updates back: an import status per invoice, and payment date, paid amount and credited amount once the money has arrived. Payments registered that way show up immediately as Paid on the club's invoice page. An API key can be issued at federation level or at district level, and a district key only sees and updates that district's invoices.

Each licence type carries an accounting account, and manually added invoice items can also carry a cost centre and a project, so the exported invoice lines land in the right place without manual coding.

Everything below is set by a federation administrator unless noted.

On a licence period

On a licence type

On the federation

Things that are deliberately not settings

• Licence types cannot be created or deleted from the Profixio admin area — only edited there. Creation happens in the older licence pages.
• Periods cannot be deleted from the Profixio admin area at all.
• There is no per-club or per-district price.
• There is no automatic season rollover.

Work through these in order and stop at the first match.

1. Is there a period covering the competition's start date? A licence type is only offered when the competition starts inside its period's window. A season with no period, or a gap between two periods, is the most common cause.
2. Has the season gate expired? If the competition starts after the period's game-ready date, the old season's types are gone even though the period itself looks fine in the list. Check Players gameready for tournaments starting until this date.
3. Is the period marked as deleted? Deleted periods are hidden from every picker. In the older licence pages they are shown struck through.
4. Does the type's sport match? A type tied to another sport is not offered. A type with no sport is offered for all of them.
5. Is the player inside the age range? Remember it is birth year against the period's start year, not the player's actual age today.
6. Is it a coach licence? Coach licences are never offered as a player's game-ready licence.
7. Does the type require a transfer? If so, the player needs a registered transfer to the club first.
8. Was the type actually created in this period? Types are not inherited from last season — they have to be copied over. A brand-new period with no types is the giveaway.

If instead a player has a licence and is still shown as missing one, that is an eligibility question rather than a configuration question — see Playing rights and eligibility.

Licensing is not on for every federation, and the ones that use it use different parts of it. What follows is federation policy expressed as configuration — Profixio does not impose any of it.

Differences that show up in the licence type screens:

• A licence approval workflow — types that need approval before they take effect, optionally handled by the district.
• Double licences — combining licence types, blocking combinations, one-team-only licences and age dispensations.
• Licences tied to a series — restricting which licence types are valid in a given division.
• Licence sub-types and short-term licences.
• Invoicing per district is available to federations that have it switched on.
• Accounting export formats differ from federation to federation.

To switch one of them on for your federation, ask your federation or district administrator.