Custom Invoices & Sales Receipts in Novi
Need to send a one-off transaction that doesn’t fall under events, ecommerce, or dues? Novi’s custom invoice and sales receipt feature is perfect for those unique transactions - think one-time fees, random charges, or anything outside the usual flow.
🔐 Who Can Use This?
Only users with the role of Association Admin with Special Accounting Privileges can create and manage custom transactions.
Creating a Custom Invoice or Sales Receipt
There are two main ways to create a custom invoice or sales receipt in Novi. You can quickly access this section by selecting the “+” button at the top of the screen:
Or, head to a member’s record and create it from the "New" dropdown button on the right.
Once there, fill in the details as needed. Note that data in the dropdowns such as Departments, Items, Classes, etc. are synced directly from your QuickBooks Online:
Service Dates
In order to have a service date for each line item, the setting will first need to be enabled in QuickBooks Online. You can find this by going to the gear wheel at the top of QuickBooks Online > Account & Settings > Sales tab.
Once the service date is enabled in QuickBooks Online, custom invoices and sales receipts will have a space to the left of the product for the service date.
This date will be the date of the transaction by default but can be updated as needed.
🧾 Editing an Invoice or Sales Receipt
You can edit any unpaid invoice
If the invoice has not been paid, you can edit your custom invoice if needed. In addition to editing custom invoices, you can now also edit other unpaid invoices (dues, events or QuickBooks invoices) as well by opening up the invoice and clicking the dropdown arrow next to "email invoice" and selecting "Custom Edit".
*One catch: rolled-up invoices (where multiple people are billed together under a parent account) cannot be edited.
Sales Receipts are a bit more limited
You can only edit sales receipts if the payment method was check or cash.
If it was paid by credit/debit/ACH, it’s locked in.
Service Dates
Use caution when editing the service date on Novi dues invoices; the service date should be the first date of the membership term being billed
Saving a transaction with a service date in the past could fail/error if the accounting period in QuickBooks Online has been closed
⚠️ Heads-Up on Item Selection
If you try to use a product or service (item) that is tied to any event or e-commerce item, you’ll get a warning but can still process the transaction. Our goal is to still encourage you to use the platform as intended when it comes to the majority of your transactions to keep your reporting clean and accurate.