Invoice considerations and display
Manage invoices
Welcome to the Plugin.ch invoice management module! This chapter guides you through the fundamental concepts of invoicing. You'll learn how to create, print, send by email, and manage your invoices, including payment reminders. Plugin.ch invoices comply with the ISO 20022 standard with QR codes, in effect since mid-2020.
Practical recommendations
Group invoices by theme
Organize your invoices into logical groups to make management easier: Licenses 2024, Summer Subscriptions, Group Lessons, Junior Camps, etc. This structure clarifies tracking and follow-ups.
Check member-item associations
Before generating license invoices at the start of the season, make sure all relevant members are correctly linked to the corresponding license items.
Invoice multiple items
A single invoice can include several items. You can combine licenses, subscriptions, and various services on one invoicing document.
Edit before printing
If configured, you can adjust an invoice after it's created but before printing. Ideal for correcting amounts or adding discounts or extra fees.
Invoice families together
You can group members of the same family onto a single invoice. Note: payment processing becomes more complex if you adopt this approach.
Add discounts and fees
Use discount-type items (negative amounts) or additional fees to precisely adjust the amount invoiced to each member.
Change the invoice type
A paper invoice can be converted to an email invoice, and vice versa. This flexibility lets you adapt your communication method to your needs.
Understanding the invoice display
Each invoicing line in the system displays several columns of information. Here's what each element means:
Column 1: Checkbox
Allows you to select one or more invoices to perform bulk actions (printing, deletion, etc.).
Column 2: Archive icon
If an invoice is archived, an icon is shown in this column. Archived invoices remain accessible but are not shown by default.
Column 9: Invoice type
Indicates the nature of the document:
- 0 = Original invoice
- 1 = 1st reminder
- 2 = 2nd reminder (and subsequent)
Column 10: Number of prints
Shows how many times the invoice has been printed. Useful for tracking duplicates and printing errors.
Column 11: Status icons
The heart of the system: these visual icons show you the exact status of each invoice:
Paper invoices:
Paper PDF not yet printed
Paper invoice printed
Paper reminder created
Paper reminder printed
Email invoices:
Email invoice created
Email invoice sent
Email reminder created
Email reminder sent
Columns 12-13: Actions
Two icons let you act directly:
- Pencil icon (Column 12) = Edit the invoice
- Trash icon (Column 13) = Delete the invoice
The status icons are your main tracking tool. At a glance, you know whether an invoice has been printed, sent, or whether a reminder is in progress. This transparency makes it easier to track unpaid invoices.
Plugin.ch Tutorial — Manage invoices