Invoice Overview
SlotBase uses invoices to track what players owe for bookings, program enrollments, and other facility charges. Invoices are generated automatically and provide a clear, itemized record of charges, discounts, taxes, and payments.
What Is an Invoice?
An invoice is a billing document that lists the charges a player owes to a facility. Each invoice includes:
- Invoice number -- a unique identifier (e.g., INV-2026-0001)
- Issue date -- when the invoice was created
- Due date -- when payment is expected
- Line items -- the individual charges (bookings, enrollments, etc.)
- Subtotal -- the sum of all line items before discounts and taxes
- Discounts -- any applicable discounts (such as sibling discounts)
- Tax -- the tax amount, if the facility has tax enabled
- Total -- the final amount owed
- Amount paid -- how much has been paid so far
- Amount due -- the remaining balance
When Are Invoices Generated?
Invoices are generated automatically by SlotBase on a monthly billing cycle. At the end of each billing period, the system creates an invoice for each player who has outstanding charges.
Invoices are generated for players with unpaid balances. If you have already paid for all your sessions at the time of booking, you will not receive a monthly invoice.
Who Receives Invoices?
Invoices are sent to the billing account associated with the player. Depending on the account type:
| Account Type | Who Receives the Invoice |
|---|---|
| Individual | The player directly |
| Family | The parent or guardian who manages the family account |
| Organization | The designated billing contact for the organization |
Invoice Numbering
Every invoice has a unique number that follows the format:
INV-YYYY-NNNN
- INV -- prefix indicating this is an invoice
- YYYY -- the four-digit year
- NNNN -- a sequential number that resets each year
For example, the first invoice of 2026 would be INV-2026-0001, the second would be INV-2026-0002, and so on.
Invoice Lifecycle
An invoice moves through several statuses during its lifecycle:
- Draft -- the invoice has been created but is not yet finalized
- Pending -- the invoice has been finalized and sent to the player
- Paid -- the full amount has been collected
- Partially Paid -- some payment has been received, but a balance remains
- Overdue -- the due date has passed without full payment
- Cancelled -- the invoice has been voided
- Refunded -- a payment on the invoice was refunded
You can view the current status of all your invoices from the My Invoices section of your player dashboard. See Viewing Invoices for details.
What Charges Appear on Invoices?
Invoices can include charges from several sources:
- Bookings -- individual session bookings made during the billing period
- Program enrollments -- recurring charges for programs your child is enrolled in
- Late cancellation fees -- fees for cancellations made inside the cancellation window
- No-show fees -- fees for missed sessions without prior cancellation
Each charge appears as a separate line item with a description, quantity, unit price, and total amount.
Billing Period
Each invoice covers a specific billing period defined by a start date and end date. All charges incurred during that period are grouped into a single invoice. For most facilities, the billing period corresponds to a calendar month.
Related Pages