Using the Invoicing Module

Problem

You need to invoice your invoice (INV) account customers, such as block bookers, clubs and corporate hirers, approve and issue those invoices, and record how they are paid.

Resolution

1. Set up the customer as an Invoicing Account

   • Each customer you want to invoice must be set up as an Invoicing Account on their record in Plus2. If they are not, their activity will not be picked up.

2. Let the draft build up

   • A Draft invoice is created automatically. It collects everything charged to the customer's INV account in the current billing period. Changes (new bookings, cancellations, price changes) update it automatically.
   • Invoices cover a monthly billing period that starts on a set day of the month (for example, a start day of 5 means the 5th to the 4th of the next month). It is not a rolling 30 days.

3. Approve the draft

   • Approve drafts (one at a time or in bulk) from the invoice list in POS. The invoice number is assigned now, and the invoice is locked.
   • Approve drafts regularly. Once a draft is approved, anything new starts a new draft.

4. Issue the invoice

   • The invoice PDF is created and emailed to the customer when you issue or export it, or automatically overnight for invoices approved before midnight.
   • Check the customer's email address is correct.

5. Monitor payment

   • Online: the customer clicks Pay by Link in the invoice email and pays by card on your GladstonePay checkout. No login is needed. The invoice updates to Paid automatically (refresh POS to see it).
   • BACS, cheque or cash: record the payment against the invoice in POS. Offline payments are not detected automatically. If you do not record them, the invoice stays Awaiting Payment.
   • Follow up Overdue invoices with the customer.

6. Change an invoice after approval (if applicable)

   • You never edit an approved invoice directly. Instead:
     • Change the booking (in Plus2 or Centre Management) and Gladstone automatically creates a credit note (value goes down) or debit note (value goes up).
     • For a charge that is not linked to a booking, use the adjust invoice option. It needs approval and becomes a credit or debit note.
   • Credit and debit notes change the amount due on the invoice's existing payment link. They do not get a link of their own.
   • The due date does not move when a credit or debit note is raised. Approve adjustments as soon as possible, or your customer has less time to pay.

Notes

• The Invoicing Module (GladstonePay) is used with Block Bookings in Gladstone Go and 360 POS. It applies to sites on Gladstone Go with GladstonePay and Block Bookings active, once your Gladstone team has switched invoicing on.

• When a customer pays online, the sale updates in Gladstone automatically.

• Someone at your site needs to own approving and issuing invoices. Drafts are never emailed until they are approved and issued.

• Invoice stages:

  Stage	What it means
  Draft	Created automatically; collects everything charged to the INV account in the current billing period
  Approved	Invoice number assigned; invoice locked
  Issued	Invoice PDF created and emailed to the customer
  Awaiting Payment	Sent and not yet paid
  Paid	Paid online (automatic) or recorded by you
  Overdue	Past its due date
  Cancelled	Invoice cancelled. The sale goes back to unpaid

• Invoice PDF file names follow the pattern <customer name>_<invoice number>_<YYYYMMDD>.pdf, where the date is the invoice date in your local time. The same name is used for a single exported invoice, for each PDF inside a bulk export, and for the PDF attached to an emailed invoice. A bulk export downloads as invoice-documents-<YYYYMMDD>.zip, dated with the day you ran the export rather than the invoice dates. Characters that can't appear in a file name are replaced with underscores.

• Corrections to an invoice that is already paid are handled manually by your team.

• Each invoice has one payment link, and invoices are paid in full (no part payments or payment plans).

• The payment link expires after a set period (72 hours by default, adjustable for your site). A declined card can be retried until then.

• What is on the invoice: your organisation and the customer's details, the invoice number, invoice and due dates, every line charged in the period, the VAT breakdown, the total, your currency and the Pay by Link button. Numbering is sequential and system-generated to support HMRC requirements. VAT follows your site's VAT settings at the time the invoice is created.

• The current version does not:

  • resend an invoice, or create a new payment link after one expires;
  • send automatic payment reminders;
  • take part payments or payment plans;
  • connect to accounting software (Xero, Sage, QuickBooks);
  • offer a customer self-service invoice portal;
  • merge identical one-off items added directly in Plus2. They show as separate lines (this is expected).

• Quick troubleshooting:

  You notice	Try this
  No invoice for a customer	Check they are set as an Invoicing Account in Plus2
  Customer has not received the invoice	Check it is Issued (not just Approved) and that their email address is correct. Contact Support if both are fine
  A booking went onto a new invoice	The previous draft had already been approved, so new activity starts a new draft
  Customer paid online but it shows unpaid	Refresh POS
  You cannot approve, issue or export	Ask your administrator for invoicing Edit access

• The invoice lifecycle is also described with the status names Draft → Approved → Unpaid (issued) → Paid; "Unpaid" there is what this article calls Issued / Awaiting Payment.

• Pay by Link links sent from 360 Sales History can be resent or replaced with a new link (see Taking Telephone Payments with Pay by Link); guidance differs on whether an expired invoice link can be replaced (this article's list above says not), so check before promising a customer a new invoice link.

• Related: Invoicing Module and Pay by Link (GladstonePay); Block Booking Invoicing and Credit Notes in Go Operator; Block Bookings in Go Operator (Centre Management).

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