Invoicing - Create & Manage Custom Invoices

In this article learn how to create and manage Invoices.

APPLIES TO: All admins

LAST UPDATED: September 9, 2025

Creating an invoice is a great way to collect payments for larger orders or more exclusive client services separate from day-to-day purchases like lessons or camps. 

Access to Invoices

• Log in to your Upper Hand account and navigate to Reports in the left hand navigation

• From the list of reports, click Invoices
• Once you are on the Invoices tab, you’ll see the Invoices Report in it’s default state. Here you will be able to create new invoices, view or take action on existing invoices, and export your list of invoices. 

Create an Invoice

• On the Invoices Report click the Black + Button in top left hand corner to open the Invoice creation drawer and complete the Bill To and Due Date sections  

• Under Bill To: search for and select the name of the client who will be invoiced
• Next, select a Due Date - This is the date when the payment for the invoice is due

• Once you’ve added a due date you’ll add your invoice items. You can choose to between two options for adding items: 
  • Create Invoice from Existing Items - Existing events, memberships, retail etc. that have already been created for your business
    • If you choose to create an Invoice from existing items, you will then select a category (Events, Memberships, Retail, etc.) and then you can search for items under that category and click on them to add to the invoice
  • Create Custom Invoice - Create new items from scratch
    • If you choose to create a custom, you will then enter Item Name, Type (category the item falls under), Price Per Item, and Quantity and click Save
• Once you add your item(s), you can adjust the quantity of the item and the price per item if needed

Add Existing Item

• After you've added all your items, you can click Review Final Invoice to finalize your selections 

• The invoice review will show all selections made when creating the invoice and the final invoice amount including service fees and sales taxes (if applicable). Note: You can remove service fee or sales tax if needed

• Once you’ve reviewed the invoice selections, you can click Create Invoice. The new invoice will now show at the top of the Invoice report

Manage Invoices

• All invoices will be listed on the Invoice Report with the date the invoice was created, Invoice number, Buyer, Amount, Number of Invoiced Items, Payment Status, and Due Date. You can click on the invoice to view the Invoice Summary drawer 

• From the invoice summary drawer you can resend the invoice via email by clicking the 3 dots in the right hand corner and clicking Resend Invoice
• You can also use the 3 dots on the individual items to View the Balance on the invoice and apply payment or Waive the Balance

Other things to note:

• When an invoice is created, the client (buyer) and admin will receive the Invoice via email 
• Clients will be able to view their invoice balance via the Outstanding Balance card on their client profile and pay the balance before the due date
• Managed profiles cannot be invoiced