Creating and Sending an invoice

Use the steps below to create and send an invoice for bookings in Pitchbooking. You can include standard or subscription bookings, add extra charges, and send a professional invoice email with a built-in payment link.

1. Go to the Invoices/Payment Links tab within your Finance section.

2. Click the green New Invoice/Payment Link button.

3. On the "Select User" screen:

   • Use the search bar to find and select the user you’re invoicing.

   • Click Next in the bottom right corner.

• Once the user is selected, all unpaid bookings (Standard and Subscription) will appear.

  • Standard bookings are tagged in green.

  • Subscription bookings are tagged in blue.

Tick the box next to each booking you wish to include.
Click Next to proceed.

If you need to charge for extras (e.g. equipment hire, admin fees):

1. Enter a description of the item.

2. Add the price.

3. Click the green Add button.

If no additional items are needed, simply click Next.

• Use the calendar interface to select when payment is due.

• Click Next to move to the final step.

• Review the invoice details before sending.

• Decide when to send:

  • Immediately: Leave the checkbox ticked.

  • Later: Untick the checkbox to save it for later.

• Click the green Create & Send button to finalise.

• The selected user will receive an email with:

  • The invoice summary

  • A “Pay Now” button linking to a secure online checkout

Payments made via the payment link will automatically update the invoice status from Unpaid to Paid.

• A PDF version of the invoice is attached to the invoice email.

• Users can also download this PDF from their booking confirmation email.

To access the PDF from the admin side:

1. Go to the Manager Dashboard.

2. In the Invoice Table, click the page icon next to the user’s name.

From this view, you can:

• Add internal notes

• Export the invoice to .CSV

• Resend the invoice if needed