Group bills

A group that comes every week can get one bill for the month, or one for the term, instead of an invoice for every session. Set “How they are billed” on the hirer’s record; everybody else is still invoiced per booking.

A group bill is an ordinary invoice with a line for each booking — date, times, room and price — and anything paid up front taken off. It has an invoice number, can be paid online, and is chased, exported and counted in the annual report like any other. Paying it marks every booking on it paid.

In arrears (the usual way): October’s bill goes out on 1 November, for the bookings that actually happened. In advance: the bill for a month or term goes out at its start, for everything booked in it. Terms start on dates you set; each runs until the next one starts.

“Make the bills now” on the Group bills screen makes every bill that is due; only bookings not already on an invoice are billed, so it is safe to press twice. On the Standard plan the bills are made and emailed by themselves on the day they are due.

For example: The Brownies meet every Tuesday, 6 to 7.30, in the Main Hall. On 1 November their treasurer gets one bill, INV-0212, with four lines for October’s Tuesdays at £15 each: £60, paid by bank transfer in one go.

Questions people ask

A group cancels one week after the bill went out in advance.
Cancel the booking as usual, then edit the bill’s amount on the Invoices screen, or credit it against the next one.

Can a regular group still be invoiced for one special event separately?
Yes: press Create invoice on that booking on the Bookings screen before the month’s bill is made. A booking already on an invoice is never billed twice.

Do the automatic per-booking invoices still go out for these groups?
No. Automatic invoicing skips hirers billed monthly or termly, so nobody gets both.