Creating and Managing Invoices

Circlevine includes a full invoicing engine for generating professional PDF invoices and emailing them directly to members or customers.

Invoice Lifecycle

Every invoice follows this lifecycle:

DRAFT → FINALIZED → (optionally) REVERSED or CANCELLED

• Draft: A work-in-progress. You can edit it freely.
• Finalized: The invoice is locked, totals are calculated, a PDF is generated, and a CHARGE ledger entry is created.
• Reversed: A credit note is created to cancel the invoice's financial effect.
• Cancelled: The invoice is voided (only available for draft invoices).

Creating an Invoice

1. Navigate to Invoices in the sidebar.
2. Click Create Invoice.
3. Select the Member or Customer being invoiced.
4. Set the Issue Date and Due Date.
5. Add Line Items:
6. Description (e.g., "Annual Membership Fee 2026")
7. Quantity
8. Unit Price
9. Category (Optional)
10. Add any Notes (these appear on the PDF).
11. Click Save to create the draft.

Adding Line Items

Each invoice can have multiple line items. The subtotal, tax, and total are calculated automatically. If your items are associated with different financial categories, set the category on each line item for accurate reporting.

Finalizing an Invoice

When you are happy with the draft: 1. Open the invoice. 2. Click Finalise. 3. Circlevine will: - Recalculate the totals - Create a CHARGE ledger entry for the member - Create or update the event collection (if linked to an event) - Generate the PDF

Important: Once finalised, the invoice cannot be edited. If you need to make changes, you must reverse it first.

Sending an Invoice

After finalising: 1. Click Send via Email. 2. Circlevine generates a PDF and emails it to the member's billing email (or their primary email if no billing email is set). 3. The email includes the PDF as an attachment.

Invoice Numbering

Invoices are numbered automatically using your configured prefix (default: "INV") and a sequential number. Configure this in Organisation Settings → Invoicing.

For example: INV-0001, INV-0002, INV-0003, etc.

Reversing an Invoice

If an invoice was created in error or needs to be cancelled after finalisation: 1. Open the invoice. 2. Click Reverse. 3. Circlevine creates a credit note (negative CHARGE ledger entry) that cancels out the original charge.

Duplicating an Invoice

Use Duplicate to create a copy of an existing invoice. This is useful for recurring invoices — duplicate last month's invoice, adjust the dates, and finalise.

Viewing Invoice Details

The invoice detail page shows: - Full line item breakdown - Amount paid (from linked ledger entries) - Balance due - PDF preview/download