Invoicing and Auto Pay

First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.

Next, go "Camper Financial Tools" and select "Invoicing and Auto pay."

To access the payment schedule you wish to invoice, select the corresponding payment schedule group.

1. Choose an enrollment year
2. Select a group of payment schedules to access the schedules therein

All payment schedules within the selected payment schedule group will display in separate tables.

Note: Payments must be invoiced in chronological order, starting with the earliest payment on the schedule. Also, admins cannot skip a date / jump ahead in the payment schedule.

• If you no longer wish to invoice a particular payment, delete the payment date using the delete button for it on the far right.
• CampSite will adjust the remaining invoices so that the family's entire payment schedule balance is still collected.

1. The word "No" indicates that the corresponding invoice step has not yet been completed.
2. The link will prompt admins on the next step they need to complete.

In this step, you'll generate an itemized invoice for each family (as a PDF document). The invoice will list all transactions associated with the overall payment schedule and then the current amount that must be paid at this time.

1. Review the checklist.
2. Manage invoice settings.
3. Preview all invoices, and/or remove all zero dollar invoices.
4. Manage individual invoices as needed.
5. Generate all invoices.

The "Generate Invoices" checklist will identify any families who currently have balances of $0 or less for the year, and may need to be removed from the batch before you generate all invoices.

This usually happens if a family pays their balance early and an admin forgot to remove the payment schedule from their account, or an admin made an error when posting transactions to the family's account.

To prevent that family from receiving the present invoice, double click the delete button next to their name.

To confirm that the family shouldn't receive an invoice, we recommend reviewing the "Transactions" tab of their profile page to confirm whether they should remain in the invoice batch.

If a family shouldn't receive any invoices for this payment schedule, remove them from the payment schedule by navigating to the "Invoices" tab of their profile page, clicking the wrench icon, and changing the payment schedule to "None" (as pictured above). For more information on managing a family's payment schedule, click here.

Optionally, admin users have the ability to set all invoices to the same amount, or add an installment fee on every family's invoice.

If needed, download a preview of all invoices before they're generated, and/or remove all zero dollar invoices from this batch.

If needed, admins can review and/or edit individual invoices within the batch.

For each invoice, admins can:

1. Double click to preview an invoice.
2. Click to access the family's profile.
3. View the enrolled campers within the family.
4. Edit the invoice amount, if desired.
   * When an invoice amount is edited, future invoices will account for this change so that the entire balance is still collected.
5. View the percentage of the family's balance that this invoice equals.
6. View any past-due amounts.
   * Any past-due amounts will be added to the amount due on the current invoice being generated.
7. View the family's total payment schedule balance.
8. View whether they're on auto pay for this invoice.
9. Double click to remove the family from the invoice batch.
   * When a family is removed from the batch, CampSite will not generate an invoice for them for this particular payment date.

When you're ready to generate all invoices for this payment date, scroll down to the bottom of the page and click the Generate Invoices button.

All invoices will be generated, and CampSite will redirect to the Payment Schedules page, where you'll be prompted to now send the invoices.

1. When an invoice step has been completed, instead of saying "No," the step will now read the date on which the step was completed.
2. After generating a batch of invoices, admins may access those invoices by double clicking the statement icon pictured above.
3. Next, you'll send all of the invoices that were generated to each family.

To learn more about the "Send invoices" step, click here.

In this step, you'll send a mass email to the families who had an invoice generated for them in the previous invoice step. Each family's invoice will  be attached to this email as a PDF file.

Before sending the mass email, you'll confirm which email message is sent and review invoice settings. Admins may also remove certain families from receiving the email and/or preview invoices before they're sent.

1. Review the checklist.
2. Confirm the e-mail and invoice settings.
3. Confirm the recipients.
4. Send all invoices.

The "Send Invoices" checklist will identify any families who do not have at least one parent with a valid email address designated to receive the family's invoices.

When a family appears on this checklist, they either haven't designated a parent to receive invoices OR the designated parent doesn't have a valid email address on file.

Parents may designate a parent to receive invoices via the Financial page of their Parent Dashboard, or an admin can do it for them via the "Invoices" tab of the family's profile (under Invoice Preferences). Click here to learn more.

If a parent is designated but doesn't have a valid email address on file, the family may add/edit the email addresses on file for each parent via the My Account page of their Parent Dashboard, or an admin can do it for them via the Parents tab of the family's profile.

If you proceed with sending invoices without addressing the families on the checklist, their invoices will be emailed to you instead.

Next, specify which email message to send to each family and customize the invoices.

1. Select one of your saved family emails to send to each family. If you don't already have a message created for invoicing purposes, you can create one now by clicking "Create a new saved family email..."
2. Customize the footer text that will appear at the bottom of each invoice. You can designate a different footer for families on auto pay vs. families who are not on auto pay.
3. Select whether or not to include the payment coupon on auto pay invoices. The payment coupon collects the family's credit card information by hand which they can then mail in to your camp.

Tip: To preview an invoice footer, double click the dollar sign icon next to a family on this page. To view the payment coupon, open an invoice for a family that's not on auto pay.

Next, confirm which families are included in the mass email.

1. Remove a single family from receiving this email by deselecting the box next to their name. You can also click to select "all/none" as needed.
2. Double click dollar sign icon to view the invoice.
3. To view all invoices, click "get preview of all invoices." Enter your email address in the pop-up window and CampSite will email you a .pdf preview of all invoices.

When you're ready to email all of the families selected on this page, scroll down to the bottom of the page and click the Send Invoices button.

Upon clicking this button, the mass email will be sent.

CampSite will then redirect to the Payment Schedules page, where the next step will be to run automatic payments (on the date that payment is actually due).

When the next step is to debit automatic payments, the link will read "Run now" underneath the "Auto pay" column for the corresponding payment date.

Please note: An admin user must manually trigger this step - CampSite will NOT run this step automatically.

To learn more about how to complete the "Auto pay" step, click here.

In this step, you'll debit all of the families who are set up for "auto pay" for the present invoice.

Before debiting the payments, you'll have the option to remove families from being debited and/or update the amount to debit from each family.

1. Review the checklist
2. Manage individual families/auto pay amounts
3. Run auto pay
4. Review the Auto Pay Results page

The "Run Auto Pay" checklist will identify any families who are not prepared to have automatic payments debited or who have a $0 balance for the year.

If needed, admins can review and/or edit which families are set to be debited and for how much.

For each family, admins can:

1. Click to access the family's profile.
2. View the payment method to be debited.
3. View the invoiced amount.
4. View the past-due amount (i.e. unpaid amounts from previous invoices).
   All past-due amounts will be debited along with the present invoice amount.
5. View the amount to be charged during auto pay
   I.e. the present invoice amount + past-due invoice amounts.
6. View the family's overall payment schedule balance.
7. Double click to remove the family from the auto pay batch.
   When a family is removed, CampSite will not debit their invoice payment.

When you're ready to debit all of the payments listed on this page, scroll down to the bottom and click the Run Auto Pay button.

All payments will be processed. Next, CampSite will redirect to "Auto pay results" page.

The Auto Pay Results page summarizes the status of each payment that was debited within the auto pay batch.

To learn more about the Auto Pay Results page, click here.

Once the "Auto Pay" step has been completed for a particular payment, the next step will be to generate invoices for the next invoice (at the appropriate time).

The invoice link will move to the 'invoices generated' step accordingly.

Filter which payments display in the results based on their processing status. When you're finished, click "Refresh results" to view payments with the status(es) you've selected.

• "Not Yet Run" refers to payments that haven't been processed yet. You might see this initially if you're processing a large batch of payments, and certain payments haven't been attempted yet. Use the "Refresh results" button to reload the page and view the updated status after the payment has been run.
• "Processing" refers to payments that are still currently processing. Again, use the "Refresh results" button to reload the page and view the updated status for the payment after processing has finished.
• "Approved" refers to payments that were processed successfully.
• "Declined" refers to payments that could not be processed successfully.
• "Error" refers to payments that could not be processed due to an error.

 Note: CampSite will NOT automatically re-attempt unsuccessful payments. Any payment that "declines" and "errors" must be re-processed manually, via the family's profile page. To learn how to manually process a payment, click here.

1. Refresh the results.
   Use the "refresh" button to apply your filters above, or if you have payments that have "not yet run" or are "still processing."
2. Print the results.
3. Export the results as a spreadsheet.
4. View the family's name (click to access their profile)
5. View which invoice the payment applied towards (by ID)
6. View the amount paid.
7. View the payment method.
8. View the payment processing results.
9. View the result details (for declined/errored payments).

Users can always access the Auto Pay Results page for an invoice via the payment schedule page, by clicking the "Results" link to the right of the associated payment date.