Frequently Asked Questions
What happens if a member doesn't pay a past invoice?
CourtReserve does not support stacking invoices. When a new invoice is generated, any unpaid fees from a previous invoice are voided and included in the current invoice. For example, last month’s unpaid fees plus this month’s fees are combined into the current invoice.
Can we send invoices from an individual profile?
Yes, that is possible. Click here to learn how.
Does CourtReserve send an email notification when a system user generates an invoice?
Yes, CourtReserve sends the player an email when the system user generates an invoice. The player also receives an email with a payment receipt when they pay an invoice. Example shown here:
What happens if an invoice payment is declined?
The player and admin get email notifications when a payment is declined or when an eCheck or Pre-Authorized Debit is returned for insufficient funds. In these cases, CourtReserve reverts the invoice and marks it UNPAID. The system also reverts any payment(s) and sets all the fees back to UNPAID.
What does a player see on the member portal or mobile app when an invoice is PAID? Does the payment show on the court sheet?
Paid invoices do not appear on the court sheet in CourtReserve, but are on the member portal and mobile app.
To view a paid invoice on the mobile app, players can:
Tap More
Tap Billing > Invoices
Locate the paid invoice
Players can then click the right-navigation arrow to see the detailed breakdown of the paid invoice.
Does the Regenerate Invoices feature only show up when the platform fails to collect a payment or when the system user voids the invoice?
The Regenerate button only shows up for invoices that are VOIDED by the system user. The button does not show up for declined payments because, technically, an invoice with a declined payment is still valid. Payment could be made if the player resolves the problem (e.g. by replacing an expired credit card). Click here to learn more about regenerating invoices.
Can a system user manually void an invoice?
Yes, the system user can void an invoice. Click here to learn more.
If players pay for a court reservation that is on an invoice, what does the scheduler look like?
The reservation appears on the scheduler just like any booking that has been paid. CourtReserve hides the dollar sign icon and the red bar at the top of the booking block.
What happens if members don't pay their invoices by the due date?
The status of the invoices changes to UNPAID. If the invoice does not include unpaid membership dues (see below), the system rolls all of the unpaid charges into the next invoice.
If the unpaid invoice includes membership dues as part of that invoice and the system user enabled the suspend account in X days feature, CourtReserve suspends the account (after the number of days in the setting) until the player pays the invoice.
If the system user enables the Prevent Members from Paying Transactions if Member has Pending Invoices feature (click here to learn how), then players cannot pay for court bookings until the invoice is paid.
Why can't members see credit balances on their itemized invoices or accounts?
Invoices only show fees that are owed. They don't show credit balances. To see their account balance, players log onto their member portal and click Billings > Transactions. If the account has a credit, the amount displays as shown in the example here:
Does the Batch Billing feature create new or duplicate fees on member accounts, or does it just send invoices with outstanding fees that already exist?
Invoices generated by the Batch Billing tool only include fees that are already on the member's account. Batch Billing never generates a fee that wasn't already in the system.
How do you limit the batch invoice to certain fees?
Several filters are available to help narrow which transactions are included in a batch—especially when fees are well organized by Revenue Category.
The Revenue Category filter allows system users to control which fees are included in a Batch Billing run. When one or more revenue categories are selected, only fees associated with those categories will be included. Fees tied to unselected categories will be excluded. If the filter is left set to “All,” fees from all revenue categories will be included in the batch.
This is particularly useful when you want to invoice specific types of charges separately—for example, billing court fees independently from merchandise or food and beverage sales.
Additional date filters can also be applied to further refine the batch, including Transaction Thru Date and Reservation / Event Registrations Thru Date.
Note: It is not possible to create an invoice for only one specific fee on a player’s profile if there are other unpaid fees outstanding — even when filtering by Revenue Category. The only exception is when that fee is the only outstanding fee on the player’s profile within that Revenue Category.
Related Videos
View the Batch Billing webinar.