An invoice in Finance & Billing shows what you or your organization owes. In the Portal, you can open an invoice to review charges, print or save a copy, and pay it from the same page when your association offers that option. If your association supports shared invoice links, anyone with the link to a specific invoice can open it without signing in.
When to Use This
Use this task when you want to review an invoice before paying, save a printable copy, or open an invoice link someone shared with you. To see all invoices you or your organization owes, along with your running balance, see View Your Account Summary in the Portal. To pay several open invoices at the same time, see Pay and View Your Payments in the Portal.
As a billing contact, you can see an organization’s invoice only when that invoice’s billing details match the organization and contact combination your association made visible in the Portal. If someone changes the Bill To contact on an order, that change does not make an existing invoice appear for you afterward.
Prerequisites
- You must be signed in to the Portal and linked to a contact record.
- The invoice must be billed to you or to an organization you belong to. An open, unpaid invoice with no contact assigned will not appear in your open-invoice list until your association links it to the right contact.
- You cannot move an invoice to another person’s or organization’s account from the Portal. If an invoice is billed to the wrong person, ask your association to correct it.
Open an Invoice from Your Account
- Go to My Financial Overview (or, for an organization's invoices, Corporate Account Summary).
- In the invoice list, select the invoice's Invoice # link.
Result
The invoice opens with its number, date, due date, billed-to information, and any message your association added. It lists each invoice item with its quantity, unit price, and total, followed by Invoice Total, Amount Paid, and Balance Due.
If you sign in from a link in an invoice email, the Portal does not take you directly to that invoice. Go to your account summary and open the invoice from the list, or use a link that points to that specific invoice.
You can also open an invoice from the invoice number shown on one of your payments. See Pay and View Your Payments in the Portal.
Some invoices appear on an organization’s account summary instead of a person’s account summary. If the invoice is tied to the organization record, check the organization’s account summary, even when the individual billing contact is linked to that organization. In a parent-child organization relationship, the parent organization is treated as the primary one, so an eligible parent-organization contact can also see outstanding invoices billed to a child organization beneath it.
A billing contact with financial permissions on an organization has occasionally not seen an invoice that exists on that organization's own record, even when the setup looked correct. If an invoice you expect to see is missing, confirm the billing details with your association before assuming nothing was ever invoiced.
If your association deleted a pro forma invoice you expected to see, it no longer appears anywhere in the Portal. Searching by its invoice number will not find it either.
If you select an invoice link and see a blank page instead of the invoice, the issue is usually with your association’s Portal setup, not the invoice itself. Ask your association to check their Portal’s financial overview page.
Tip
If you or your organization needs to send a purchase order for an invoice you will pay later, you cannot upload that document to Rhythm from the Portal or the invoice page. Send it to your association through the channel they use to collect purchase orders.
Get a Printable Copy
Select View Printable Invoice on the invoice page. Rhythm opens a printable version in a new browser window and keeps the original invoice page open. To print it, use your browser’s print command instead of looking for a print button on the page.
Paying from the Invoice Page
Your association’s payment setup controls whether you can pay directly from the invoice page:
- If a payment form appears below the invoice totals, you can pay the invoice’s full remaining balance by card or bank account. You cannot pay only part of the balance or choose individual invoice lines.
- If you see a Make a Payment button instead, select it to open a separate page where you choose which open invoices to pay and how much.
The invoice page offers payment only when the invoice is still open and has a balance due. If the invoice is paid, cancelled, or written off, you can still view its details, but you will not see a payment option or any balance-due message beyond a zero balance.
Warning
If the invoice includes a required card processing fee, Rhythm adds that fee to the amount charged when you pay by card. The fee is not shown on this page before payment, so the amount charged can be higher than the Balance Due shown here.
Tip
If you paid an invoice and it still shows a balance due here or on your account summary, the invoice may need to be recalculated. Contact your association so they can check and recalculate it. If a written-off invoice still shows as open with a balance, ask your association to re-save the invoice so its Portal status refreshes.
If your organization affiliation changed after an order was placed, the invoice tied to that order can be harder to pay from the Portal. You may see no payable invoices even though the invoice still exists. If that happens, ask your association to take the payment for you or send a public payment link instead of trying to pay from your account summary.
Opening an Invoice from a Shared Link
Someone can send you a link to one specific invoice, such as in an email or on a statement, without requiring you to have a Portal account. The link includes the invoice’s identifier and a private code that confirms you are allowed to view it. Anyone with the link can open and download the invoice, but the invoice must exist first. If your association’s billing run sent notices without creating invoices, there is no invoice to download or link to, so you need to sign in to the Portal and pay from your account summary instead.
When you open the link, you see the invoice number, due date, and balance due, with an option to pay the full balance by card or bank account without signing in. The shared-link page does not show the full details you see when you view the same invoice while signed in, such as line items or who the invoice is billed to.
The page you see depends on the invoice’s status:
- If the invoice has already been paid in full, the page tells you it's been paid and doesn't have a balance due.
- If the invoice has been cancelled, the page tells you the invoice has been cancelled and isn't available for payment.
- Otherwise, the page shows the invoice's balance and a way to pay it.
If a Shared Link Doesn't Work
A shared invoice link stops working, or never worked, in these situations:
- The link's code doesn't match the invoice. If the code in the link does not match what Rhythm has for that invoice, the page will not open it. This can happen when the link was mistyped, cut off when copied, or created before the invoice’s link changed.
- Your association hasn't turned on public invoice payments. Shared invoice links that do not require sign-in work only when your association has enabled this feature. If it has not, the link will not open, even when the code is correct.
Before you report a link as broken, check the invoice’s current status. A link can look broken when the invoice has already been paid, because it shows the Invoice Paid page instead of a payment form.
If a link you received does not work for either reason, ask the sender for a current link, or sign in to the Portal and open the invoice from your account summary.
Related Reading
To see your full balance and payment history instead of a single invoice, see View Your Account Summary in the Portal. To pay one or more open invoices, see Pay and View Your Payments in the Portal. To add, change, or remove the cards and bank accounts you use for payment, see Manage Your Saved Payment Methods in the Portal.