Note: Invoices are a new feature and are not yet active by default. Give us a call if you'd like more information about activating invoices for your organization.
If your donor wants to pay off their invoice but doesn’t want to use your online donation form or prefers to give using cash or a check rather than a card or eCheck, you can still report the invoice as paid using the Virtual Terminal. From your Org-Level Dashboard, access your Virtual Terminal by clicking Terminal in the left-hand navigation.
Within the Virtual Terminal, choose the Standard Donation Form the unpaid invoice is listed under from the form selection drop-down menu.
Once you’ve selected a form, you’ll see options below the form name. Donations allows you to enter in a donation on behalf of a donor through the Virtual Terminal. Registrations allows you to create event registrations on the donor’s behalf. The Fulfill Invoices button allows you to choose an unfulfilled invoice to record payment for.
Selecting Fulfill Invoices displays a dropdown menu showing all unfulfilled invoices tied to this form.
The invoices are sorted by transaction numbers but also include the donor’s name to make it easy to identify the correct invoice. Select your donor’s invoice from the dropdown menu.
Once selected, the donation form will appear in the Virtual Terminal, and the fields will be populated with the donor’s information. The invoiced amount will automatically be displayed as the donation amount as well. You can confirm the details of the transaction under the Invoice Information section of the Virtual Terminal. There are links to view the invoice as a PDF and view the transaction details in a new window.
If the donor has more than one outstanding invoice, you'll also see options to Pay This Invoice, Pay This Invoice + Outstanding Invoices, and Pay Full Balance.
Below the Invoice Information section are fields displaying the donor’s contact information. Beneath the Additional Details section is the Receipt menu. The Receipt section of the Virtual Terminal provides options for sending custom or standard receipts or sending no receipt. Donors can also elect to opt in to communications from your organization in the Receipt menu.
Note: The Do Not Send Receipt option is only available for donations, not event registrations.
To the right of these fields is the Payment Information menu. Donors can elect to pay by Credit Card, eCheck, Cash, or Check. With credit cards, the numbers can be entered manually or swiped with a card reader.
If donors pay using offline methods like cash or check, documenting these transactions in the Virtual Terminal serves to mark the invoice as fulfilled. A record of the donor’s gift will also be created within Bloomerang Fundraising. This data can then be exported into DonorPerfect if you use that Service Integration.