Invoices & Receipts
For: Coaches, Team Admins
An invoice is the payment record for your team’s event registration fees. It is created when you initiate payment on the Payment Options page and follows your team through the payment process until it is either paid or cancelled.
Viewing Your Invoices
You can reach your invoices in two ways:
- From the Commerce page, click the Invoices tab. This lists all invoices you have created with your account.
- From the Payment Options tab, click an Open Invoice or Paid in Invoice button in the team table to jump directly to a specific invoice.
The invoice list shows each invoice’s number, status, number of line items, total amount, issue date, due date, and paid date. Click View to open the full invoice.
By default, cancelled invoices are hidden. Toggle the Show Cancelled switch in the list header to include them.
What an Invoice Contains
Header Information
The top of the invoice shows:
- Invoice number and status badge
- The issuing organization (your region) with its address and billing contact
- The payee (bill-to) information — your name, organization, and contact details
While the invoice is in Draft status, you can edit the bill-to information by clicking Edit Invoice in the action panel.
Line Items
An invoice can contain three types of line items:
| Type | Description |
|---|---|
| Level Payment | One line per team. Shows the team name/number, the event level, the amount per team, and the quantity |
| Donation | An optional voluntary donation to your region, shown as a separate line |
| Extra Items | Optional add-ons configured by your region (such as shirts or lunch orders), shown per team |
The invoice footer shows the subtotal, any discounts applied (including coupon codes), and the total due.
Invoice Status
| Status | What it means |
|---|---|
| Draft | Being set up. Editable; not yet ready for payment |
| Active | Finalized and ready for payment. Payment options appear |
| Paid | Payment has been recorded. Shows the paid date |
| Cancelled | Voided. No further payments can be accepted |
Making a Payment
Finalizing an Invoice Before Paying
A draft invoice must be finalized before payment. On the invoice page, click Finalize and Pay (or Finalize Invoice if the total is $0.00 after discounts).
A confirmation dialog reminds you that finalization is not reversible. Once you confirm:
- The invoice moves from Draft to Active
- The issue date is recorded
- Payment options become available on the invoice
If the invoice total is $0.00 due to coupons or full discounts, the invoice is automatically marked Paid and no further payment is needed.
Paying Online
When an invoice is Active and your region supports online payment (PayPal, Stripe, Yoco, or a custom portal), a Pay with [Provider] card appears on the invoice page.
- Click Pay with [Provider Name].
- You are redirected to the payment provider’s secure checkout page.
- Complete the payment on the provider’s site.
- You are returned to Lumieos, and the invoice status updates to Paid automatically.
For PayPal, a confirmation dialog appears when you return to verify the transaction was successful. If something goes wrong, the dialog shows an error message and the invoice remains Active so you can try again.
Paying by Other Methods (Check, Bank Transfer, Custom Portal)
For paper checks or EFT/bank transfer, your region will show payment instructions on the invoice page. These typically include a mailing address or bank account details. After you have submitted payment through the external method, your region’s staff will manually mark the invoice as paid.
If your region uses a custom payment portal, the payment card will link you to that portal where you complete the process externally.
Coupon Codes
If your region provides coupon codes, a coupon entry field appears on the invoice while it is in Draft or Active status. Enter your code and click apply to add the discount. Applied coupons are listed on the invoice and reduce the total.
Sharing an Invoice
After an invoice is finalized, anyone with the public link can view and pay it — no Lumieos login required. To share:
- On the invoice page, click Copy Public URL in the action panel.
- Send the copied URL to whoever will be paying.
The public invoice view shows the same payment options so the payer can complete checkout directly.
Cancelling an Invoice
If you need to start over — for example, because you selected the wrong teams — you can cancel a Draft or Active invoice:
- Open the invoice.
- Click Cancel Invoice in the action panel.
- Confirm in the dialog.
Cancellation is permanent. If the invoice was Active, no further payments can be accepted for it. Create a new invoice from the Payment Options page if you still need to pay.
Downloading or Printing
Use your browser’s print function while viewing an invoice to print it or save it as a PDF. The invoice page includes print-specific styles that hide navigation and other screen elements, leaving just the invoice document. This can serve as a receipt after the invoice is marked paid.