How do I assign people to a 4 week class and then invoice for payment in advance and set an invoice that everyone gets for a class?


The first step is to create a "Group" and assign the contacts of the class to that group.


To Create a New Group:

  1. Click on the MAIN CONTACTS TAB;

  2. Click on "Manage Groups" (circle at the bottom of the page);

  3. At the top of the screen, type in the name of your group and click the button "Add Group".

To Assign Contacts to a Group:

  1. Click on the MAIN CONTACTS TAB;

  2. Click on the name of one of your group participants in the "Active Client" list;

  3. This will display the client's personal contact information. Scroll to the bottom of this screen and you will see all the groups you have set up in your system;

  4. Click on the box to the left of the group you wish to assign the contact to;

  5. Click "Save";

  6. Repeat for each person you want to be in the group.

Once you have created the groups and assigned your contacts to the group now you can actually:

  • Email the group,

  • Send a newsletter to this group,

  • Schedule group appointments,

  • Send group follow up notes after a session,

  • Invoice by the group.

To Create an Invoice for a Group:

  1. Click on the MAIN BILLING TAB;

  2. Click on Create Invoice: you can either create an invoice by clicking on the "Bill for coaching" and your system will automatically apply the dollar amount on file in each of the client's agreements OR you can click on "Add Miscellaneous" and you can type in the details of what you want to invoice.

  3. Click on "Step 2: Select Clients". You will see a drop down list for Contact Types and Groups. By default the "active client" group is checked and just below all of your active clients are listed.  To invoice by a specific group, uncheck the "active client" option from the Contat Type list, and check the box to the left of the name of the group you wish to invoice under the Group list.

  4. Click on "Preview Invoice Summary". This will now display only the clients within the group you've selected.

  5. If everyone in the group needs to receive the invoice, click "Check All".  Now all the clients assigned to this group are checked and ready to receive this invoice.

  6. Click on the "Generate Draft Invoices" button , choose your options for how you wish to send the invoice and everyone in the group will receive the invoice according to the options in step 4.

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