Why Does This Happen?
Invoices and student membership statuses are managed separately in NextKick.
For example:
October 3: An invoice is generated while the student is still an Active Member.
October 5: The student’s status is changed to Former Member.
After October 5: The previously generated invoice remains in the system and may still appear as outstanding.
Even though the student is now listed as a Former Member, the invoice was created before the status change.
How to Check Existing Invoices
If a Former Member still has an outstanding invoice, follow these steps:
Navigate to Accounts → Profiles from the left sidebar.
Search for and select the student.
Open the Invoices tab in the student’s profile.
Review the invoice details, including the creation date, due date, and payment status.
Check whether the invoice was generated before the student’s status was changed to Former Member.
You can also review invoices by navigating to Payments → Invoices.
What Should I Do If the Invoice Should No Longer Be Charged?
If the invoice is no longer applicable, you can review it and determine whether it should be voided.
To void an invoice:
Navigate to Payments → Invoices.
Find and select the invoice.
Review the invoice details to confirm that it should no longer be collected.
Select Void, if the option is available.
Confirm the action.
Important: Voiding an invoice cancels the outstanding invoice. It does not automatically refund a payment that has already been processed.
How Can I Prevent This From Happening Again?
When a student leaves your school, we recommend reviewing both their student status and any associated memberships or scheduled payments.
Before completing the cancellation process:
Review the student’s active memberships.
Check for upcoming invoices and scheduled payments.
Cancel or update the membership as appropriate.
Review any outstanding invoices.
Update the student’s status to Former Member.
Note: Changing a student’s profile status to Former Member should not be treated as a substitute for reviewing or canceling their membership and billing arrangements.
Need Additional Assistance?
If a Former Member continues to receive new invoices after their membership has been canceled, please contact NextKick Support.
When contacting support, please provide:
Student’s full name
Invoice number
Date the membership was canceled
Date the invoice was generated
Our support team will review the billing history and help identify the cause.