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How to Pay an Open Invoice

Updated

An Open Invoice means the invoice isn’t fully paid but isn’t late yet. Past Due means the due date has passed. The payment process is identical for both.

Taking the payment

You can begin the process from the following locations – from there, the process is the same.

  • On their profile — find the invoice in the Finances module, on either the Open or Past Due tab, and click the Pay icon.
  • From the Finances page — open the Invoices tab, then Open or Past Due, find the invoice, and click Pay.

If you want to read the invoice first, click the invoice ID to open it and click Pay there instead.

  1. For a partial payment, change the figure in Payment Amount. It defaults to the full balance.
  2. Click Choose Payment.
  3. Select the Payment Method. If it’s a card and they have more than one saved, pick the right one.
  4. Click Pay Now.

Paid in full, the invoice closes. Anything left over and it stays Open with the remaining balance.

i Note: Schools without a billing integration can still record the payment — choose a Payment Type such as Cash or Check. You just can’t run a card or ACH through Kicksite.

Catching up several invoices at once

If someone has multiple invoices outstanding, don’t pay them one at a time. Click Pay Open Balance at the top of the Finances module on their profile, then follow the same steps.

Partial payments apply oldest first, and they fill each invoice before moving on. Three open invoices at $100 each, and they hand you $250: the two oldest close completely, and the third stays open with $50 on it. This is worth knowing before you tell someone they’re caught up on payments.

Troubleshooting

The card declined. Try a different saved Payment Method, or add a new one. If it declines again, the issue is with their bank — see What Is a Do Not Honor Error?.

They paid but the invoice is still open. It was a partial payment. Check the remaining balance on the invoice.

A recurring billing invoice won’t let me pay it. Recurring billing invoices must be paid oldest to newest. The newer invoice will link to the oldest one still open — start there, or use Pay Open Balance.

I took the payment on the wrong card. Refund it and choose Refund with No Credit. That reopens the invoice so you can collect on the right card.

Limitations

  • A payment applies to one person’s invoices. You can’t pay an entire family’s balance in a single transaction.
  • Payments can’t be backdated here. Only One-Time Charges can be backdated, and only for payment types collected outside Kicksite.
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