Batch Renew Initial with airSlate SignNow

Batch renew initial

today's video we'll be going over how to create renewal invoice records as well as the options you have to email them and mail them out to your members in the system to start with then we are here in the member billing page and we will begin by creating renewal invoice records by date using this option here to create batch renewal records for our members so if we head into this page we're gonna see a screen that looks like this this first option here is letting you know that these date ranges are going to be based off of the effective dates for your invoices so this is going to be the first date on your invoice when it becomes effective so if the invoice is for November 1st of 2017 through November 1st of 2018 that first November 1st date is going to be the effective date the other way you could think of it is when your members current and voice would be expiring so if they're gonna expire on November 1st of this year then their next invoice would also become effective on November 1st of this year so that is the range you're going to be using here with the dates the other thing to be sure to notice is just your posting lead dates here this is letting you know how far in advance you're gonna be able to create these invoices these dates can be changed in your billing configuration which we'll go over in a later video but you'll be able to see what current settings you have right here on this screen and then finally you have a last run date so this is just letting you know the last time you created batch invoice records so you can keep an eye on that and make sure that is as you would expect it to be now we'll move on and look at the date ranges itself so again these are looking at the effective dates of the invoices you're looking to create so if we were to create invoices for anyone becoming effective as of November we could go ahead and use a November 1st and go ahead and go through December 1st so this is gonna look for anyone whose invoice would be effective as of November 1st through December 1st if you are a fixed year organization meaning all of your members renew and expire on the same dates as one another then you'll only need to come through once a year and create these invoices if you're on an anniversary system meaning your members renew and expire based on when they originally joined that is giving them all individual effective dates then you'll probably want to come in here about once a month and just make sure you're catching every one the other option here then is to limit to member type so all of your member plans will be listed here if you'd like to create only invoice records for one plan type at a time then you have the option to do so however you also have the all plans option which will let you create invoices for all of your members at once once everything looks correct on this page you can go ahead and click Submit this is not going to create them immediately it's just gonna take you to a preview page so you can't always do this and then make changes if needed on this page again we're gonna have a preview of the invoices we would be creating so we're gonna have a count here so if you have an idea of a number of members who should be renewing that's gonna let you confirm that that is accurate and then you also have a total here amount again if you know the amount you're looking for that is gonna allow you a quick overview of that the other items you're gonna be able to see here is the name of your member if you hover you're gonna notice that it is a link as well so if we were to open one of these names in another tab you can see we get taken straight to the individual billing page for that member so if you ever find it odd that a members on the page or you want to take a closer look at their record that's all you'll need to do and then you can come right back in here the other information you're going to be able to see is the member type of the member as well as their original join date so that's just giving you some of that historical information you also see the posting date so today is November 3rd so if we were to generate these invoices today they would be posted as of November 3rd the effective date is again that first date for the members invoice so this state is going to depend on the specific member and their former expiration date and their current current effective date as far as you can see these two members have different effective dates but they're both falling in that November 1st to December 1st range we use to pull these invoices and then you'll also see the amount for each of the members invoices we do recommend normally scrolling through this page before you generate your invoices just to make sure everything's looking normal and correct to you and nothing pops off as odd the other thing to notice them is you may at times get this red warning up here this morning is letting you know that there's a member who needs an invoice created that is outside of the date range that you set so as we can see we would need to include the date of four to 16 in order to have this member have an invoice created if you do want to include that member all you need to do is go back one page and adjust your date range accordingly to include it however if you don't need this member to have an invoice this warning will not stop you from creating them so you would be able to proceed with creating your renewal invoices if you would like if everything looks correct on the screen and you can click this button create your new invoices and then you'll be taken to this review screen once more you're again gonna see your members names account for how many invoices were created and then a results screen you will normally see a renewed successfully if for any reason the invoice was not created it will also tell you why most likely it's if you tried to create the invoice too far in advance again based on those posting dates we saw on the first page but if all goes well you'll have your renewed successfully and all of your members will then have their invoice generated one thing to note is that when you create a members invoice this does not send out a notification to them so you can't create the invoices they'll be added to the members record but the member will be not notified if they log in and take a look at their billing record they will be able to see this unpaid invoice but they won't be notified of it unless you either mail the invoice or email the invoice if you'd like to do either of these options you'll have to return to the billing menu let's start with emailing it which is what I see most commonly so you would come come under batch emails choose batch renewal email notifications we do recommend using the same date range that you used when generating the invoices just to make sure you're picking up that same range and then you would also want to use the same member plan type assistance we used on members we would stick to that but again you do have the option to choose by specific member plan types again we'll hit submit when we're ready and head into this page which is where we set up the actual email here at the top we see a message letting us know that the default verbage will be used but there is also a link here to change that verbage if we would like to we're gonna go into further detail on how you can change the default verbage in a separate video but just know you can come in and change it while creating the email even though I do advise trying to get that setup before you come into this system if you don't want to use the default verbage but you also don't want to change it so say you like the default verbage you have setup but you want to send just this once a separate message this is then when you could use this verbage box here this editor is going to allow you to type right in here a format and create your message as you would like but entering anything into this box will override your default verbage so you could then create a separate message make sure it looks the way you like and then continue however if you would like to use your default verbage you can just leave this completely blank and your default will be used this messaging down here is this first line telling you that if you'd like to use the custom verbage you can create it here and that's gonna override your default otherwise you can leave this blank and your default will be used it's also letting you know that the email will automatically include the amount due the due date and the burrs name at the bottom of the email so that they know this and also if you are allowing for online payment there will be a link for them to renew and pay right online as well as a cancel link and then a PDF invoice of the document will be attached to the email as well so your members will have that to easily view all of that will be included automatically all you'll have to worry about is if you want to create a new verbage message or leave the default as it is once you have the email setup you are able to review who the emails would be going to so the information you're able to see is the invoice number if it says re n that's letting you know Li it's a renewal invoice if it says new that is a new member invoice so that is that first initial invoice a member has when joining your organization you're also able to see the amount that the invoice is for the name and email of the member and if they have a billing email that will be included as well and then also a last sent date which can be helpful if you have multiple people working within your billing system you'll be able to see when these emails were last stunt to make sure you're not sending out multiple emails more often than you would like and then before we click the send button there is also this red note down here so that is just letting us know that any of the emails or any of the members listed below do not have email addresses on file so when we send out this renewal notification email these members would not be receiving it in this case we do have a hardcopy mailing option which we'll go over next and you could do this to reach these members with their invoices if they don't have emails within your system however if everything on this page looks correct then you can go ahead and click here to send renewal notifications and you when we do that we'll see it's ending you will want to leave this page open until you see that notifications have been sent so just make sure to leave it open while they're sending but once they're done you'll be all set these invoice notifications have been sent out to your members and they will now receive their invoices and have ability to pay them if we head back to the belly menu as I said we are going to go ahead and go over how you could send hard copies of your invoices out to members so if you wanted to do that will now come under batch printing and this first option here renewal notices PDF invoices so again we're gonna want to use that same date range that we use when generating the invoices just again to make sure we're getting those same invoices I normally recommend keeping this checked that is to exclude invoices marked as paid this way you're not sending out invoices that are already paid and possibly confusing your members who either thought they paid or try to pay again you also have this option to exclude members with email addresses so if you had just set out your email notifications and you had some of those members in red who did not have email addresses and you only wanted to send out invoices to them this is the option you could then use any of your members who just received that email notification will not be listed however if you're trying to send your invoices out with a hard copy to all of your members for that time period you can leave that unchecked and everyone will be included there's also this exclude members with monthly plans so if you do have monthly members and you don't want them to receive their hardcopy PDF you can just check this box and they will be excluded from this however if you'd like all member plans to receive it you can leave it unchecked and you'll be all set and then you have your invoice types so any invoices is going to bring up any invoices within the system for this date range and by any we can see the following options here we do have non dues invoices which would be any invoice which is not related to dues so if you have any of those set up separately that is what would be getting sent out we also have new member invoices so those are going to be dues and voices for those new members within your system that first invoice that they're receiving renewal dues would be for any dues invoices after the first time so anyone renewing within your would fall under this and then your dues invoices are going to include both renewal and non or new members so you could choose that for any dues types or you can choose any invoices which is going to include all your dues and voices as well as you not dues so we'll leave it at any invoices for now but you do have all those options and then you also have the zip and postal sort which I see used most often and this is just going to be the option used to sort your PDF invoices on the next page once you have everything set up you can then click Submit and we'll have a link here for the PDF output if we take a look at that then and scroll through we're gonna see invoices for all of our members within that date range so then we'll be able to print these out have that hard copy and send them to our members to make something easier we also then if we head back to the renewals menu have an option here for renewal mailing labels this screen is gonna look just like what we saw for the PDF invoices themselves again we're going to use the same date range we're also then going to want to have all these settings marked the same we do have the same options here of exclude and voices marked as paid exclude members with email addresses exclude members of monthly plans and then our different invoice invoice types and our sort type so I'm just gonna go ahead and mark all of these the same as what we just used and then once that's done we can click Submit and again we're gonna see a link for a PDF output so then on this page will have our printable billing labels which we can then use to send those out that then would be how you would be able to create your batch renewal email notification and voices send them out via renewal email and then also send them out via hard copy in the mail if you are wanted to create an invoice for just one single member rather than all of your members at one time you can then use the create single invoice record you'll see all of your members listed here and you'll see over a new button to the right of them so if you do that you can choose one member you'd like to renew click they're a new option and then that is going to create a renewal for them again before we do that you can just see the information listed here you have the members name you'll see when they're currently set to expire you'll see their member type and you'll also see when they originally joined if that all looks correct we can go ahead and click renew for this number it's letting us know that they were renewed successfully and then also letting us go and view this members transactions if we needed to edit the invoice for any reason we could do that that's gonna allow us to adjust the dates for the invoice as well as the effective and expiration dates but I'm actually going to leave that be for now because we're going to go over this as well in a later video but for now we'll go ahead and view this members transactions and we then have two options for sending this email notification to the member we could either click the invoice link and click here to send an invoice email we're then going to see this same email page we saw for our batch renewals but now we're only sending out the one again the default verbage will be used unless we type in here and everything else remains the same the other option I would point out where around this page is the override email option here if you ever want to test your emails and see what they look like you can enter your email here instead and then when you send the notification it will go to whoever's email you entered here rather than the member themselves so that is just a good way you can take a look at those before you send them otherwise you could then click here to send renewal notifications and this number now have their individual invoice created and had it set to them and then we can go back to the billing menu and we are all set the other option that's good for emailing or checking when you email is this option here for email report some email to member this is going to list all of your members and any invoices they have on record if you click the invoice link for any of the members it's again going to take you into this email page and you're going to be able to send a notification out for that specific invoice so you can send them out for the normal invoice message which is will be that renewal notification message if it is past due you also have a past due link if you click this option it's going to send out the past due verbage for your emails and then you also have a bit more information here so again you have their name their invoices you'll be able to see if it's a renewal invoice a new invoice or nd for non dues if it is past due you'll see it appear here in this column you'll see the balance of your invoice and then also when your last notification was sent so this is letting us know that this member received a renewal notification August 30th of 2017 you can also see some members received a new member notification if it was past due it would notify you that as well and then let you see when they were sent so that is just a good way to keep track of when your members are receiving these notifications and then also an easy way that you can come in select a member and just choose the invoice you would like to send a notification for overall though that is how you'll go about your billing system for creating batch invoices creating single invoices mailing batch renewal email notifications as well as mailing hardcopy PDF invoices to your members if you do have any other questions about this the help desk is always available to answer more of your questions and then you can also always send in a ticket and we'd be happy to answer any questions that you may have