Billing rarely goes perfectly every time, so Kilo GMS gives you tools to correct and document invoices after the fact. You can reopen a closed invoice to fix payment errors, add client-facing notes to explain discounts or special circumstances, and review the Activity log to see every change made to an invoice. This article covers all three.
What You Can Do with Invoice Actions
Reopen a closed invoice to correct a payment error
Void a payment, collect with a different method, or edit the due date and amount after reopening
Add notes to an invoice that athletes see on their emailed copy
Document discounts, service breakdowns, or reminders directly on the invoice
Audit every change to an invoice in the Activity log
How to Reopen a Closed Invoice
Use this when an invoice was processed incorrectly, for example, charged to Cash when it should have been Credit Card.
Go to the Invoices tab and select the specific invoice.
Click the blue Action button and select Refund. Confirm the refund to proceed.
Click the blue Action button again and select Reopen. Auto-pay is automatically disabled for the reopened invoice.
Check the invoice status:
Invoices with past due dates are marked Past Due
Invoices with future dates are marked Upcoming
Take your next step: Void the payment, Collect using a different method, or Edit the due date and amount.
How to Add Notes to an Invoice
Invoice notes let you add context, clarity, and communication directly on the invoice, whether it's a personalized message, a breakdown of services, or a special reminder.
Important: invoice notes are client-facing. Athletes see your notes at the bottom of the invoice when they receive an emailed copy, including when they request a copy through the Athlete App.
Log in to your admin or staff account at app.usekilo.com.
Go to the Invoices section.
Click the blue Action button next to the invoice you want to update.
Click Edit.
Click the Notes tab at the top, next to Info.
Type your message in the notes field.
Click Save.
When an athlete requests a copy of the invoice via the Athlete App, the email they receive includes both the invoice and your notes, giving them a clear record of their charges and any relevant context in one place.
Example: A note explaining that a 10% discount was applied to a retail item, so the athlete understands why the total differs from the listed price.
How to Track Invoice Activity
Every change to an invoice is recorded so you can maintain a clear financial timeline.
Open the invoice.
Scroll to the Activity section.
The Activity log shows all edits, including who reopened the invoice, when notes were added, and any changes to the amount.
Reopen vs. Notes vs. Activity: Quick Reference
Reopen | Notes | Activity | |
|---|---|---|---|
Purpose | Correct a payment error on a closed invoice | Explain charges, discounts, or reminders | Audit every change to the invoice |
Who sees it | Staff (resulting status visible to athlete) | Athletes, on their emailed invoice copy | Staff only |
Where to find it | Blue Action button on the invoice | Notes tab in the invoice editor | Activity section on the invoice |
Editable? | Follow with Void, Collect, or Edit | Yes, edit and save again | No, it's an automatic log |
Frequently Asked Questions
How do I fix an invoice that was paid with the wrong payment method?
Refund the invoice, then reopen it and collect with the correct method. Open the invoice, use the blue Action button to Refund, then use it again to Reopen. Once reopened, choose Collect and select the right payment method.
Will my athletes see the notes I add to an invoice?
Yes. Invoice notes are client-facing. Athletes see them at the bottom of their invoice whenever they receive an emailed copy, including copies they request through the Athlete App. Keep notes professional and athlete-appropriate.
Why did auto-pay turn off on an invoice I reopened?
Auto-pay is automatically disabled whenever an invoice is reopened. This prevents the system from re-collecting the payment while you're still correcting it. Once the invoice is sorted out, collect it manually or with the athlete's preferred method.
What status will a reopened invoice have?
It depends on the due date. Reopened invoices with past due dates are marked Past Due, and invoices with future dates are marked Upcoming.
How can I see who changed an invoice?
Check the Activity section on the invoice. It logs every edit, including who reopened the invoice, when notes were added, and any amount changes.
Can I add a note explaining a discount on an athlete's invoice?
Yes, and it's one of the best uses of invoice notes. Edit the invoice, open the Notes tab, and describe the discount. The athlete sees the explanation on their emailed copy, which prevents confusion about why the total changed.
Helpful Tips
Always refund before reopening; the reopen option follows the refund in the workflow
Write invoice notes as if the athlete will read them, because they will
Use notes proactively whenever a charge deviates from the norm; a one-line explanation prevents a support conversation later
Check the Activity log first when investigating a billing question; it usually answers "what happened and who did it" immediately
After reopening an invoice, remember auto-pay is off; collect the payment manually so the invoice doesn't sit unpaid
When This Feature Is Most Helpful
A payment was recorded with the wrong method: refund, reopen, and collect with the correct one
You gave a one-off discount: add a note so the athlete's emailed invoice explains the adjusted total
An athlete disputes a charge: the Activity log and notes give you a complete record of what changed and why
A reopened invoice needs different terms: edit the due date or amount before collecting
You're reconciling billing at month end: the Activity log provides the audit trail for any invoice that was touched
If you have questions about invoice actions and activity tracking in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com.