View client billing and invoices

Client Register

Details on a client's billing history and current balance are available using the Register and Invoices tabs on the client record. Note that the Invoices tab may have a different name for your organization, such as:
  • Billing Statements
  • Donation Letters
Clients may have multiple billing accounts, including:
  • One for client-paid services
  • One for services paid for by a third-party organization
If a client has multiple billing accounts, the billing account selector will be displayed when you first select Register or Invoices. Select the desired account to continue.
Client Register: Displays accounting transactions including Bills, Payments, and Adjustments. The client's current balance is shown in the upper left corner.

Client Register Overview

The register defaults to displaying the prior year of accounting history. To view a different time period:
  • Click the Last 12 Months filter button in the upper right corner.
Options available in the upper right corner include:
  • Export transaction information to PDF or CSV.
  • Enter a new payment or adjustment.

Invoices

The Invoices tab displays prior invoices, billing statements, or donation letters generated for a client account. These invoices can be viewed as PDFs and printed. If invoice emailing is enabled for your organization, you may also email an invoice to any recipient.

Mid-Month Statements and Invoices

Clients are generally billed on a calendar month billing cycle. Invoices are generated for all clients during the end-of-month billing procedures. In certain situations, such as a client ending service, you may want to generate an on-demand invoice during the middle of a billing cycle. Orchard Stack provides two options for managing this:
  • Mid-Month Statement: A printable PDF that provides a statement of the client's account as of the current day, including all deliveries, payments, and adjustments received since the last invoice. This is a view-only function that does not create a billing charge on the client's account.
  • Mid-Month Invoice: Contains the same information as a Mid-Month Statement but is applied as a billing charge on the client account. This is useful for closing out a client's billing immediately rather than waiting for the end-of-month.
To create a Mid-Month Statement:
  • Navigate to the client's Invoices tab and click the Mid-Month Statement button in the upper right corner of the screen. The Mid-Month Statement will be displayed as an embedded PDF.
After creating the Mid-Month Statement, you may optionally turn it into a Mid-Month Invoice by clicking the Created Mid-Month Invoice button in the upper right corner of the page.