Creating Renewal Invoices

Last Update : August 2026

Use this tool when a group of members is coming up for renewal and you want to bill them all at once. You choose a date range that matches when those memberships expire, optionally narrow the list down, and the tool creates a renewal invoice for each member in the group. Everything happens on a single screen, and a live preview shows you exactly who will be billed — and how much you’ll collect — before you create anything.

How to get there

Open the Membership Billing system, then choose Create Renewal Invoice Records by Date. You can also start it from the Create Renewal Invoices button in the Quick Actions area of your Finance Dashboard.

Step by step

1.Set the renewal date range

The form opens with dates already filled in based on how far ahead your organization normally bills, so in many cases you can leave them as-is.

• Begin Date — the earliest membership expiration date to include (mm/dd/yyyy; a calendar picker is available).
• End Date — the latest membership expiration date to include.

You will also see a “Last run” date showing when you last created renewal invoices, plus a short hint explaining when members get billed relative to their expiration dates.

2.Narrow it down (optional)

If you only want to bill part of your membership, use the optional filters:

• Limit to Member Type — choose one or more types (e.g. Regular, Student, Corporate). Hold Ctrl (or Cmd on a Mac) to pick more than one. Leave blank to include every type.
• Limit to State(s) — where enabled, restrict the batch to members in one or more states.
• Voluntary Donation Amount — where enabled, add a voluntary donation line to every invoice in the batch.

3.Check the live preview

As you change the dates or filters, the panel on the right updates on its own — there’s no separate “preview” button. It shows:

• How many members will be renewed, as a large count with a one-line summary (e.g. “42 members will be renewed. 3 will be skipped.”).
• The estimated total you’ll collect, as a large dollar figure.
• Two tabs — Will Renew lists everyone who’ll get an invoice, and Skipped lists everyone left out along with the reason.

Each member’s name links to their record, and hovering over a member’s status shows a small timeline of their renewal history with your chosen date range highlighted — a handy way to confirm you’ve caught the right people.

Already-expired members If some memberships have already lapsed, a yellow notice points them out and offers a link to the full expiration report so none slip through the cracks.

4.Create the invoices

When the preview looks right, click Create Invoices at the bottom. (The button stays disabled until at least one member qualifies.) You will be asked to confirm: “Create renewal invoices for the members shown? This cannot be undone in bulk.” Click OK to proceed or Cancel to back out. When it finishes, you’ll see a summary of how many invoices were created, and the “Last run” date updates.

This can’t be undone in bulk Creating the batch is a one-time action — there is no single button to reverse it. If you need to remove an invoice afterward, you can void invoices one at a time. Always give the preview a final look before you confirm.

Why some members get skipped

The Skipped tab is there for transparency — it tells you exactly why anyone was left out, so a skipped member is never a mystery. Common reasons:

If you expected someone to appear and they didn’t, the reason here usually explains it — often it’s just a matter of adjusting your date range.

Tips for everyday use

• Trust the preview — the count and dollar total are live and reflect your exact choices, so use them as your final check.
• If your count looks low, widen the Start or End Date; if it looks high, narrow it or add a member-type filter.
• Glance at the “Last run” date before you start so you don’t accidentally re-bill a group you already handled.
• Want your invoices to look a certain way first? Set that up in the Invoice Builder.