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Chapter invoices & generation

A chapter invoice is a bill issued to one chapter for one billing period, itemized by member type. Once generated, an invoice's line items are immutable — they snapshot the rates and member counts at the moment of issue.

This page covers how invoices get created (both scheduled and manual), the four states an invoice moves through, how overdue detection works, and how to export the entire invoice ledger to XLSX.

Open the billing overview​

Org → Billing.

You'll land on the Billing Overview page with one large card titled Chapter Invoices. Above the table you have:

  • Status filter — All, Unpaid, Partial, Paid, Overdue
  • Period filter — All Periods, or any specific period from the dropdown
  • Generate Invoices button
  • Export button

The table itself lists chapter, period, total, balance due, status badge, due date, and a per-row View action.

Dues billing invoices Dues billing invoices

Scheduled generation​

Invoice generation runs as a nightly job at 5:00 AM UTC every day. The job finds every billing period whose invoice date is today, confirms the org has the Operations module enabled, and confirms dues rates exist for that period (skipping with a log warning otherwise). It then iterates every active chapter and — for each chapter that doesn't already have an invoice for the period — counts active members per bucket (Undergraduate, Associate, Officer), builds line items, creates the invoice, and notifies the chapter's officers.

A chapter is skipped if an invoice already exists for the same period, so the cron is safe to re-run.

Default invoice dates by cadence:

CadenceAuto-generation date(s)
Per SemesterAug 1 (Fall), Jan 1 (Spring)
AnnualAug 1

These dates are set when the period is generated and can't be edited through the admin UI in v0.62.1.

Manual generation​

You can also generate invoices on demand:

  1. Click Generate Invoices on the Billing Overview.
  2. Pick a billing period from the dropdown in the dialog.
  3. Click Generate.

This bypasses the invoice-date check entirely. It's the right tool for:

  • A period whose invoice date already passed but didn't run (rare, but possible if the worker was down).
  • A chapter you onboarded mid-period that needs to be brought current.
  • A re-run after fixing a configuration issue (e.g., you set rates after the auto-cron skipped your org).

Manual generation refuses to run if no rates are configured for the selected period (No dues rates configured for this billing period. Set rates first.). It also skips chapters that already have an invoice for the period, so you can't create duplicates. The dialog reports how many invoices were created.

There is no manual single-invoice creation form. Generation always runs against the full active-chapter list scoped to one period at a time. For a one-off bill for one chapter, run the manual generator — it will skip every chapter except the new one.

The four invoice states​

GreekManage uses four statuses, no more:

StatusMeaning
UnpaidIssued, no successful payment recorded yet.
PartialAt least one successful payment is recorded but balance due is still greater than zero.
PaidBalance due is zero; one or more successful payments cover the total.
OverdueWas Unpaid or Partial, and the due date passed before the balance hit zero.

There is no Draft state. Invoices are created in unpaid and become visible immediately to chapter officers. There is no separate Issued state — issuance and creation are the same event.

There is no Refunded state, and no refund UI in v0.62.1. Refunds are processed through the payment processor's own dashboard; the GreekManage invoice ledger does not represent a refunded invoice as a distinct status. If you reverse a charge in Stripe, the invoice in GreekManage stays in whatever state it was in — the platform does not currently webhook-listen for refund events.

How status transitions actually happen​

  • Unpaid → Partial. A successful payment webhook arrives with an amount less than the balance due. The platform writes a PaymentRecord, decrements the balance, sets status to partial.
  • Unpaid → Paid or Partial → Paid. A successful payment brings the balance to zero.
  • Unpaid → Overdue or Partial → Overdue. The overdue cron (see below) catches the invoice past its due date.

All status transitions originate from one of two automated sources: payment webhooks or the overdue cron. There's no manual "mark paid" button in the admin UI — payment must be recorded via the processor.

Overdue detection​

A second nightly job runs at 6:00 AM UTC every day and flips invoices to overdue. The criteria:

  • Status is unpaid or partial
  • Due date is strictly before today
  • Balance due is greater than zero

All matching invoices are updated in a single query per org. After the bulk update, the job sends an overdue notification to chapter officers for invoices that became overdue yesterday — meaning today's first cron run after the due date triggers the notification, not every subsequent day. Officers are notified once.

The notification is both in-app and email (subject to each officer's notification preferences), with a "Pay Now" call-to-action linking back to the invoice detail page. The notification body shows the balance due and the original due date.

Operational caveat: the notification path filters strictly to invoices whose due date equals yesterday. If a cron run is missed entirely, invoices still flip to overdue on the next successful run, but the officer notification will not fire — the status is correct, the alert is silent. The invoice is still findable in the Overdue filter on the billing overview.

Manual invoice actions​

From Org → Billing you can: filter by status and period, view invoice detail (line items, payment records, due date, snapshot), generate new invoices, and export to XLSX.

You cannot create a single hand-built invoice for one chapter, edit an existing invoice's line items or total, mark an invoice paid/refunded manually, cancel or delete an invoice, issue a credit or waiver, or send a manual reminder. Handle those out-of-band: refund via the processor, absorb adjustments in the next period's rates, and contact chapters directly for reminders.

XLSX export​

Click Export on the Billing Overview to dump every invoice in the org to XLSX. The export runs as a background job; the button returns immediately while the file is built server-side.

The workbook has two sheets:

  • Invoices. Invoice ID, chapter, period, status, issued, due date, total, balance due.
  • Line Items. Invoice ID, chapter, period, member type, count, rate, subtotal.

The file is written to the platform's media storage. In v0.62.1 the export action returns the task ID — picking the file up requires platform-admin access to the storage backend. If you need this regularly, ask your platform admin to surface a download link. This export was introduced in v0.23 and is still the only data-out path for the invoice ledger.

Invoice receipts vs Foundation tax receipts​

When a chapter pays an invoice, the platform records the payment and updates the invoice status. There is no separately generated PDF "invoice receipt" emailed to officers — the source of truth is the invoice detail page, which shows payment records, amounts, methods, and timestamps. If a treasurer needs a printable record, save/print the detail page from the browser.

This is intentionally different from Foundation tax receipts (under Foundation → Tax Receipts), which are real PDFs generated for IRS Section 170(c) purposes and emailed to donors. Operations dues are not charitable contributions, so they don't generate tax receipts.

Chapter dashboard navigation​

Once invoices exist, chapter officers see them under their own Chapter → Billing page (read-only — see the cross-link below). Org admins should document the billing program internally so officers know what to expect when an invoice appears.

Tips​

  • Run the manual generator anytime you change rates after a missed auto-run. The platform won't re-attempt a date-based generation after the day passes — manual is the only path.
  • Check Unpaid + Partial filters together when reconciling. Status filters are mutually exclusive, so a one-at-a-time scan is the way to inventory open balances.
  • Pull the XLSX export before officer transitions. A fresh export gives the incoming treasurer a clean baseline.
  • Watch out for the overdue notification gap. If your Celery worker has downtime around a due date, run a manual reconciliation pass: filter to Overdue, check officer activity, and contact chapters whose invoices flipped silently.

Last verified against v0.62.1 (2026-05-10).