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

Creating A Non-Member Invoice

Free-form invoices allow you to create invoices for non-member without completing the entire registration process. You can also mark the invoice as paid to track one-time charges or billing for members.

1. Go to Manage » Invoices » New Invoice » Create Invoice for non-member

2. Fill in the fields and add the email address you would like to send the invoice to under 'Billing email.'

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

4. Click the Save Invoice button. Review the info and click 'Send' to email it to the billing email. If you have PayPal set up as an automated payment method, they will see a link in the email to pay via PayPal:

If you do not have PayPal set up, you will need to manually collect payment and record it against the invoice or add them as a member and add their payment details to their member profile. You do not need to connect them to their member portal.


  • The invoice is now generated in the Cobot system. It will contribute to your analytics as 'other' and will appear in the invoicing .csv exports.

Free-Form Invoices For Existing Members

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

  7. You can now click on 'charge' and 'send' the invoice to the member

Important note: If your member is paid for by someone else, adding a free form invoice under the member's name will post it to their account, not the primary payer's 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.

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

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