Auto Invoice is a way to bill memberships without charging the member automatically. Each billing period, NextKick creates an invoice and emails it to the member 7 days before the due date. The member then pays it themselves.
Auto Invoice works well for members who:
Pay by cash, check, Zelle or Venmo
Don't want their card or bank account charged automatically
Prefer to review and approve each payment
Easy tracking for cash, check, Zelle and Venmo
Payments made outside NextKick, such as cash, checks, Zelle and Venmo, are easy to lose track of. With Auto Invoice, every payment has its own invoice. When a member pays, you record the payment on that invoice. That way you always know who has paid and who still owes, without keeping a separate list.
Any invoice still unpaid after its due date shows up in Home → Overdue Invoices, so you know exactly who to follow up with.
Payment plan options
When you add a membership, you choose one of three payment plans:
Payment Plan | How it works |
Full Payment | The member pays the full membership price at once |
Auto Payment (autopay) | The member's card or bank account is charged automatically on each due date |
Auto Invoice | The member gets an invoice before each due date and pays it themselves |
Set up Auto Invoice
Go to Accounts → Profiles and select the student
Open the Membership tab and click Add Membership
Choose the membership plan, then under Payment Plan, select Auto Invoice
Check the billing details (they're filled in from the plan, and you can adjust them; see the table below)
Save the membership
Billing details
Field | What it does |
Initial Payment Amount | The amount of the first invoice. Use Calculate prorated amount if the member is starting partway through a billing period. |
Initial Payment Due Date | When the first invoice is due |
Auto payment amount | The amount of each invoice after the first one |
Tax percentage | Tax added to each invoice |
Auto payment frequency and unit | How often an invoice is created, e.g. 1 and Months for once a month |
First Auto payment date | The due date of the first recurring invoice |
Autopay Installment Count | The number of recurring invoices |
When invoices are sent
Each invoice is emailed to the member 7 days before its due date.
If the first payment is due in less than 7 days, the invoice is sent right away.
The invoice also appears in the member's NextKick student app as soon as it's created.
When the membership ends, the auto invoices stop too.
How members can pay an invoice
The member pays online:
Payment link: the member opens the link in the invoice email and pays
Student app: the member opens the invoice in the NextKick student app and pays
Your school records the payment:
When a member pays by cash, check, Zelle or Venmo, pays by card at your school, or you want to charge their saved card:
Find the invoice in Payments → Invoices or in the student's Invoices tab
Click Pay Now
Select the payment method (for example, Cash, Check, Zelle or Venmo)
Record the payment
When an invoice isn't paid
If an invoice is still unpaid after its due date, it becomes overdue. You can find overdue invoices in:
Home → Overdue Invoices
Payments → Invoices, then filter by Overdue status
If you've turned on late fees, they're added to overdue auto invoices automatically. You can also add a late fee to a single invoice by opening it and clicking + Add Late Fee. See Convenience Fees and Late Fees.
Common questions
Is the member charged automatically with Auto Invoice?
No. Nothing is charged automatically. The member pays the invoice themselves, or your school records the payment with Pay Now.
When does the member receive the invoice?
By email, 7 days before the due date. If the first payment is due in less than 7 days, it's sent right away. The invoice also shows up in the student app as soon as it's created.
Can members pay with cash, check, Zelle or Venmo?
Yes. When the payment comes in, find the invoice, click Pay Now, select the payment method, and record the payment.
How do I see who hasn't paid?
Check Home → Overdue Invoices, or go to Payments → Invoices and filter by Overdue status.
Do late fees apply to auto invoices?
Yes. If you've turned on late fees in Settings → Payments → Fees, they're added automatically. You can also add one to a single invoice by opening it and clicking + Add Late Fee.
What's the difference between Auto Invoice and Auto Payment?
Auto Payment charges the member's card or bank account automatically on each due date. Auto Invoice emails an invoice 7 days before the due date, and the member pays it themselves.
Related articles
How to Create a Membership Plan
How Autopay Works & What Happens When a Payment Fails
Convenience Fees and Late Fees
Edit a Membership's Autopay Billing Schedule