To find the Invoices page, navigate to Sales admin > Invoices.
Filtering and searching
By status
Most of your invoices will fall into one of three main statuses. You can filter by status via the tabs at the top of the page.
- ‘Outstanding’ – no payment has been made on the invoice.
- ‘Pending’ – payment is in process (usually via direct debit)
- ‘Reconciled’ – when payment to the full value of the invoice has been cleared
Invoices can also come under the following statuses, which can only be viewed from the ‘All’ tab:
By date range
By default, the last 3 months of invoices are shown, but you can change this to any time frame you need via the calendar button in the top-right corner. There are several presets available to help you narrow down your search quickly:
By search
The search bar in the top-right corner (next to the calendar button) allows you to look up invoices by invoice number, amount, beneficiary, account owner, or status, helping you find what you need in seconds.
Manage columns
Use the ‘Manage columns’ button in the bottom-right corner to adjust what information is shown in the main table. This is saved on a user-by-user basis so each Thrive4 admin has access to what they need every time they log in.
Default columns
- ‘Invoice’ - the unique invoice ID
- Click this number to view the full invoice details
- ‘Date’ - the date the invoice was created and issued
- ‘Status’ – see the full details above
- ‘Account owner’ – the contact the invoice was sent to (usually a member, parent, or guardian)
- ‘Beneficiaries’ – the individual the payment is for (if not the same name as the account owner, this is often the payer’s child)
- ‘Invoiced’ - the total amount billed to the account owner.
- If the invoice includes multiple products or beneficiaries, this figure reflects the final combined total
- ‘Received’ - the total amount that has been successfully settled and been received by your organisation
- ‘Pending’ – the amount that has been initiation as a payment and is currently processing
- This usually represents direct debit payments, which take several days to process. You can view the predicted collection date by clicking the pending amount
- ‘Credited’ - the total value of any credits applied to the invoice
- ‘Refunded’ - the total amount that has been refunded back to the account owner
- ‘Outstanding’ - the remaining unpaid balance on the invoice
Additional headings (added via ‘Manage Columns’)
Disputed
In some cases, a payer may formally dispute a payment by contacting their bank or payment provider – this column shows what monetary value has been disputed. If this happens, the invoice will be marked as ‘Disputed’.
Days Overdue
This shows how many days have passed since the invoice was raised (invoices are considered due on the date they’re issued). If the payment is via direct debit, it may show as overdue until the transaction is completed and reconciled - usually within a maximum of 9 working days.
Tax
Displays how much of the collected payment is attributed to tax. You can see more about tax here.
Actions
There are several actions you can perform on your invoices, either individually or in bulk. These actions depend on the status of the invoice. To perform an action on one invoice, you can click the three dots on the right-hand side.
To make bulk actions, use the tick boxes on the left-hand side to select the invoices, and the available actions will appear above.
Actions that are not specific to the invoices themselves (e.g. sending an email) can be made against invoices of any status. Invoice-specific actions depend on the invoice status.
Actions – outstanding invoices
Record offline payment
If a customer has paid outside of the system, you can record it as an offline payment. This can be either a full or partial payment, and it will update the invoice and your financial reporting accordingly.
For more information on how to enable and manage offline payments, see our help article here.
Raise credit note
You can raise a credit note against an outstanding invoice, up to the full amount. Since the invoice is outstanding at this stage, this will reduce the amount being requested from the customer and adjust the invoice balance accordingly.
Collect payment
This will initiate a payment attempt, given the account owner has a valid and pre-authorised payment method available.
Cancel invoice
Cancelling an invoice means the customer will no longer be able to make a payment against it, and it will no longer appear as outstanding in their Thrive4 account.
Important: Cancelling an invoice will not make any changes to the product association or renewal. For example:
If the invoice was for a subscription, the contact will still be considered a member.
If the invoice was for a recurring class, they’ll continue to renew every month automatically.
Actions – pending invoices
Cancel payment
If a payment has been made against an invoice via direct debit, there is a short window where you can cancel it - this depends on your payment provider.
- GoCardless – you can cancel the payment until 4PM the next working day
- London & Zurich – until midnight on the same day
After these cut-off times, the payment will be processed and can no longer be cancelled - at that point, you would need to issue a refund or credit if needed.
Note: Cancelling a payment does not cancel the invoice. Once a payment is cancelled, the member can log into their account and choose to pay the invoice again.
If you want to cancel the invoice entirely, you’ll need to do that separately after cancelling the payment.
Actions – reconciled invoices
Raise credit note
You can raise a credit note against a reconciled invoice, up to the full amount. Because the invoice has already been settled, the credit will be applied as account balance. In most cases, this will automatically be used against the account owner’s next invoice.
Refund
For refund guidance, see our help articles: