Invoices and charges
Raise a one-off invoice, charge a whole squad at once with a bulk charge run, and take payment for race fees, kit and events.
Membership subscriptions raise their own invoices. Everything else - race entries, kit, trailer fees, a social - is a one-off invoice, either to one person or to a whole squad at once.
A single invoice
Go to Financials → Invoices and choose New invoice.
Pick the member and add line items - a description, an amount, and the payment category the income belongs to.
Set the due date, and decide whether the club will collect it automatically or the member pays it themselves.
Issue it. The member is notified and can pay from their finances page.
The payment category is how income is classified - "Race entries", "Kit", "Social". It carries the accounting treatment with it, so nobody raising an invoice has to know an account code. Categories are managed under Financials → Settings.
Charging a whole squad: bulk charge runs
Twenty race entries should not mean twenty invoices typed by hand. A charge run builds them in one pass.
Choose who to charge. A squad, a membership type, an event's lineup, or a list of people you pick.
Describe the charge. One or more components - an entry fee per person, a trailer cost split evenly across everyone, a per-seat charge. Components can be priced differently per membership type, so juniors pay less without a second run.
Preview it. Rowbot resolves the group into an actual list of people with what each will owe. This is the moment to check - you can exclude individuals or override an amount.
Issue. Every recipient gets their own ordinary invoice, and from that point they behave exactly like any other: payable, chaseable, refundable, synced to your accounts.
Recipients are snapshotted at preview, not re-resolved when you issue. Lineups and squad membership change constantly; re-previewing after a change replaces the list, and any manual exclusions or overrides you made are lost. Preview, adjust, then issue.
Issuing is also safe to retry: anyone already invoiced by the run is skipped, so a partial failure can be finished off without double-charging.
Getting paid
How an invoice is settled depends on your payment policy:
- The club collects it automatically from a mandate or saved card, if you allow that for one-off charges.
- The member pays it by card or instant bank payment from their finances page.
Either way you can also record a payment you took outside Rowbot - cash at the bar, a bank transfer - so the invoice reflects reality.
Credit notes and refunds
- Refund a payment that actually reached you and needs to go back to the member.
- Credit note an invoice that should not have been charged, or was charged at the wrong amount.
Both are recorded against the invoice and flow through to your accounts, so the club's books never quietly overstate income.
What's next
- Financials - the overview of money in and money owed.
- Dunning and overdue payments - chasing what goes unpaid.
- Xero - getting all of this into your accounts.