Invoice Helper

The “Invoice Helper” feature in the Finance module of Retention CRM provides email invoice functionality for member-based organizations like associations, chambers of commerce, and nonprofits. It provides additional email options and streamlines the invoicing process.

Membership-based organizations can benefit from Invoice Helper in several ways. It allows for customizing email receipts with CC/BCC recipients and message templates. This ensures relevant stakeholders, like board members or finance departments, are kept informed. Additionally, the ability to set default email options for membership and other payment receipts saves time and ensures consistent communication.

How to Use “Invoice Helper” in Association Management

Invoice Helper Fields and Settings

• CC/BCC offline membership receipts: Enter email addresses (separated by commas) of individuals who should receive a copy (CC) or blind carbon copy (BCC) of email receipts for offline membership payments. For example, the association’s accountant (CC) and membership committee chair (BCC).
• Send membership receipts by default?: Choose “Yes” if you want the “Send Confirmation and Receipt?” checkbox automatically selected when adding new memberships. This ensures members receive immediate email receipts.
• Similar settings exist for payment receipts and payment invoice receipts. Consider using CC for internal personnel (e.g., finance team) and BCC for auditors. You can choose to pre-select the receipt option based on your workflow.

By configuring Invoice Helper, Associations, Chambers of Commerce and Nonprofit organizations can streamline invoice communication, improve transparency, and maintain efficient record-keeping.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Automatic Invoice with Meeting Registration and Payment (Association)

Scenario: The Historical Society organizes monthly lecture series with a registration fee. Members can register online or offline.

Use Case: Instead of manually sending invoices after registration, Invoice Helper can be configured to automatically attach an invoice to the registration confirmation email. This saves the Society staff time and ensures members receive their invoice promptly.

Retention CRM Implementation

• Create an “Event” for the lecture series in Retention CRM.
• Set the Event Fee and configure online registration.
• Under Invoice Helper settings, enable the option to “Attach Invoice to Confirmation Email” for Event registrations.
• Customize the Invoice email template to include relevant details like lecture topic, speaker bio, and cancellation policy.

Donation Receipts with Impact Report (Non-profit)

Scenario: The Animal Shelter relies on donations to care for animals. Donors can donate online or send checks.

Use Case: Invoice Helper can be used to send donation receipts with a personalized impact report attached. The report could include success stories, pictures of animals helped, or a breakdown of how the donation will be used. This can incentivize further donations and strengthen donor relationships.

Retention CRM Implementation

• Create a “payment” page in Retention CRM for accepting online payment.
• Under Invoice Helper settings, configure “Donation Receipts” to include a link or attachment to the Impact Report.
• Personalize the Invoice email template to thank the donor and mention the impact of their payment.

Chamber E-commerce with Automated Invoices (Chamber of Commerce)

Scenario: The Chamber launches an online store to sell promotional materials and event tickets to member businesses.

Use Case: Invoice Helper can streamline the e-commerce process by automatically generating invoices for online purchases. This eliminates manual work and ensures businesses receive proper documentation.

Retention CRM Implementation

• Configure Invoice Helper to “Generate Invoice for Online Purchases.”
• Customize the Invoice email template to include the Chamber logo, product details, and any relevant tax information.
• Consider integrating a payment gateway for seamless online transactions.