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Guide

Free-Form Invoices

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Free-form invoices allow you to generate an immediate custom invoice for either:

  1. A non-member (one-time drop-ins, etc.)
  2. A one-time charge for an existing member

Free-form, non-member invoices allow you to create an invoice for tracking or to download and send to a non-member without completing the full registration process. You can also mark the invoice as paid to track one-time charges or billing for non-members.

  1. Go to Manage » Invoices
  2. Click the New Invoice button
  3. Select Create Invoice for non-member


4. You will need to fill in the field by Company or Name and all the required fields (Address / Country / Tax Rate / Invoice Date)

5. Add as many charges as you would like with the Add Item button

6. If accounting codes are activated, you will also be able to input those for each line item

7. When you're finished, click the Save Invoice button

The invoice is now generated in the Cobot system. It will contribute to your analytics as "other" and will appear in the .csv exports you generate for accounting. If you need to email a copy of the invoice, simply click the PDF button on the right side of the screen to download a copy.


A free-form invoice for existing members is typically used to capture one-off, non-recurring charges. After the invoice is generated, you can send it to the member or charge it just with a click of a button.

  1. Go to Manage » Invoices
  2. Click the New Invoice button
  3. Select the member’s name in the dropdown
  4. This will open the New Invoice form. All of your member’s information will automatically appear
  5. Add as many charges as you would like with the Add Item button
  6. If accounting codes are activated, you will also be able to input those for each line item
  7. When you're finished, click the Save Invoice button


Important note: If your member is being paid for by someone else, adding a free form invoice under the members name will post it to their account, not the main payors account. So if you need to add charges to be paid for by someone else, be sure to select the person paying as the member name. You can then add the details in the line item.

If you are a bigger space (or data junkie) we recommend using accounting codes.


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