What is invoicing
An invoice is a formal document requesting payment for goods or services provided, outlining the details of the transaction.
An invoice can be created by you manually creating on in Beyond Classes --> Invoicing or right before a subscription renewal. An invoice "opens" when you manually send an invoice to a customer or right before a package or subscription is charged.
Note: invoices shown in the Invoice tab are manually generated and do not include subscriptions. In addition, invoices may be automatically canceled by Arketa during specific scenarios, such as when a membership is paused, to ensure clients are not billed during the paused period.
Every time your customers have a subscription an invoice is created ~1 hour before automated attempts to process the payment through the customer's default payment method charge the invoice.
When are invoices created for my automated subscriptions
Invoices are created about 1 hour before subscriptions are set to renew.
What do the Status' next to the invoices mean?
Status | Description | Possible Actions |
Open | The invoice is finalized and awaiting payment. | 1. Send the invoice link to a customer for payment. |
Paid | This invoice is paid. | No further actions. |
Cancelled | This invoice is canceled. This status may occur automatically during specific scenarios, such as a membership pause, and indicates that the invoice will not bill the client and does not represent a successful charge. | No further actions. |
Uncollectible | Marking an invoice as "Uncollectible" voids it and removes the outstanding balance from your records. However, the invoice remains in the system for future reference. | 1. Mark the invoice as "Uncollectible" via the client's account payments page. |
Draft | Invoice generated by the instructor or studio owner | Complete the invoice and send to the client |
How to Void an Invoice or Mark it as Uncollectible
From the Client’s Account Payments Page:
Open the client’s profile in Arketa.
Navigate to the "Payments" page.
Select the invoice you wish to modify.
Change the invoice status to "Uncollectible." This action effectively voids the invoice while keeping it in the system for reference.
For Invoices Managed in Stripe:
If the invoice does not have a direct "void" option in Arketa, the action must be performed in Stripe. This applies to cases where Arketa integrates with Stripe for payment processing.
Special Cases and Exceptions
Invoices Generated by Mistake: If an invoice was created in error, you can void it by marking it as "Uncollectible" through the client’s account payments page. This action cancels the invoice and removes the outstanding balance while retaining the invoice for reference.
Membership Pauses: During a membership pause, invoices may automatically be marked as "Canceled" or "Uncollectible" to maintain the billing schedule. These statuses ensure that clients are not billed during the paused period.
How can I charge an "Open" or "Past Due" Invoice
Wait for automatic retry system (subscriptions only)
If the payment is a subscription, Arketa will automatically retry the invoice 4 times. After the 4th try it will set the invoice to cancel.
Send customer invoice to pay manually
2. Select "Send invoice"
Manually retry card on file
If a card is on file you can select from the following payment options.
Collect payment outside the system and "Mark as paid"
Once you select "Mark as paid, you will be asked if you want to mark the transaction as 1. paid in cash (revenue tracked in Arketa) or 2. Paid outside of arketa (revenue not tracked in arketa)
