A receipt is a proof of payment. In other words, it is a document that certifies a payment. After completing the payment process, you can email a receipt certifying the completion. You can also generate a detailed PDF document with the receipt.
Before you start
Invoices and receipts
Payments are associated with invoices. Payments might not cover the whole due amount; therefore, invoices can be unpaid, partially, or fully paid. Learn more about invoice statuses →
You can make multiple payments for a single invoice. You can then generate and send a receipt for each successful payment. Learn how to add a payment to an invoice →
Receipts can be generated for every payment recorded in the system. This includes:
partial payments for invoices
payments covering the whole invoice amount
overpayments; learn more about overpayments →
Receipts can be generated manually or automatically. You can then send some or all receipts to the members and companies in your space.
In the screenshot below, you can see an invoice with payments and receipts. Note the following:
The invoice is partially paid, but you can still generate receipts for the payments.
There are two successful payments; you can generate a separate receipt for each.
Generate and send receipts manually
To generate and send a receipt:
Go to Billing & Products > Invoices.
Click an invoice.
In the Receipts section, click Generate or Send and then choose a payment for which you will generate a receipt.
In the Receipt Documents dialog, click Generate PDF.
Send receipts automatically
You can automate the process of generating and sending payment receipts:
Go to Settings > Billing Settings > Billing Rules.
Scroll down to the We'll send payment receipts section and select Automatically.
To turn on automatic receipt numbering:
Select Add Receipt Numbers to generate unique sequential numbers for each receipt automatically. This feature is available only if you have selected Automatically.
You can then select the number of digits each receipt number will have. The receipt numbers will complete the number of digits with leading zeroes. For example, if you enter "6," the receipt numbers must have six digits. Therefore, the receipt number 365 will be formatted as "000365."
Existing receipts will not be affected if you turn this feature on.
If you turn this feature off and then turn it back on later, the numbering will continue from where it left off. For example, if you stop at 123, you will start again at 124 when you turn the feature back on.
The receipt numbers are also visible in the Payment reports in Data Hub.
Overpayment receipts do not use the same numbering sequence. They use a unique overpayment number instead.
Customize receipts
You can customize the template and change the default look of the receipts you generate. If you want more advanced and detailed template customization, you can contact us and request that we do it for you. Learn how to request a template customization →
To customize the receipt template:
Go to Settings > Templates.
Open the Invoices tab and click Receipt.