Summary
Stop juggling spreadsheets and email threads to collect money. ScoutTrax lets you create invoices for events, dues, or any troop charge, send them directly to families, and track who has paid. Balances update automatically as payments come in.
Highlights
- Auto-numbered invoices — Each invoice gets a sequential number so your records stay organized.
- Line-item detail — Add multiple fees per invoice with descriptions, quantities, and unit prices.
- Send with one click — Email invoices directly to families from the invoice detail page.
- Real-time balance tracking — Partial payments reduce the balance due instantly.
- Void and reissue — Made a mistake? Void an invoice and create a corrected one without losing the audit trail.
- Apply payments to balance — Record cash, check, or online payments and apply them to outstanding invoices.
How It Works
Open the Invoices tab and click "New Invoice." Add the family, line items, and amounts, then save as a draft. When ready, hit "Send" to email the invoice. Parents see the amount due and can pay online if payment processing is set up. As payments arrive, the invoice status moves from Sent to Partial to Paid. The Invoices tab shows every outstanding balance at a glance.