Invoices

Invoices

This article will walk you through how to use the Invoices section inside the Market Muscles CRM, located under the Studio Operations tab within Finance.

The Key Steps

1. Click the Studio Operations tab in the left-hand navigation menu of your CRM Dashboard.

2. Click Finance.

3. Click on Invoices.

Once inside the Invoices section, you’ll see a complete list of every invoice in your system.

Understanding the Invoices Dashboard

From the main Invoices page, you’ll be able to:

  • View all invoices in your system
  • See Overdue payments
  • See Collected amounts
  • View Outstanding balances that are still open
  • Filter and search invoices by status
  • View creation dates and due dates

This dashboard gives you a full financial overview of your studio’s billing activity.

Viewing an Individual Invoice

4. Click on any invoice to open its detailed view.

Inside the invoice, you’ll see:

  • The customer’s information
  • Line items (what is being sold)
  • Total amount due
  • Due date
  • Payment history
    • Successful payments
    • Failed payments
  • The payment method that was used

This allows you to clearly track what has been charged and what is still owed.

Processing or Sending an Invoice

At the top of the invoice, you have several action options:

5. Click Process Payment to manually run the payment method on file.

6. Click Send Invoice to email the invoice directly to the customer.

7. Click Download PDF if you’d like to download a copy and send it manually.

These tools make it easy to collect payment and provide documentation to your customers.

Creating a New Invoice

8. Click to create a New Invoice.

When creating a new invoice:

  • Select the Customer
  • Set the Due Date
  • Add a Line Item
  • Enter the Quantity
  • Enter the Price
  • Add any internal or customer-facing Notes (if needed)

9. Click Create Invoice.

You can then send the invoice directly to the customer from the system.

Setting Up an Invoice Payment Plan

You can split a single invoice into multiple scheduled payments so a customer pays it over time.

10. Open the invoice you want to set up a plan on.

11. Click Payment Plan to add installment payments to the invoice.

Then set:

  • The number of Installments
  • The Amount for each payment
  • The Date each payment is collected

12. Save the plan.

Each installment is collected on its scheduled date. You can view the plan from the invoice and see which installments are paid and which are still pending.

Processing Bulk Payments

You can collect payment on multiple invoices at once instead of one at a time.

13. Go to Studio Operations, then Finance, then Invoices.

14. Select the invoices you want to collect payment on using the checkboxes.

15. Click Process Payment, then review the total and confirm.

Bulk processing charges each selected invoice using the payment method on file for that customer.

Deleting an Invoice

Deleting an invoice is a serious action. Only delete an invoice that was created in error and has not been paid.

16. Open the invoice you want to remove.

17. Open the actions menu, click Delete, and confirm.

Deleting a paid invoice, or one with associated payments, is restricted. Read the on-screen warning before you continue. When you delete an invoice that has a scheduled payment, that scheduled payment is also suppressed so the system will not re-issue it.

Setting an Earlier Invoice Date

When creating a new invoice, you can set the issued date to a date in the past, not just today.

18. Create a New Invoice.

19. Use the Invoice Date picker to choose the issued date, then set the Due Date.

Complete the line items and create the invoice as usual.

Understanding the Scheduled Status

If an invoice has a pending scheduled payment, for example from a payment plan, you will see a Scheduled badge on it. That tells you a future charge is coming rather than the invoice being outstanding.

If you have any questions about using the Invoice system, please reach out to the Market Muscles support team for assistance.