How to Generate Invoices for Players from a Season Roster and Apply Percentage Discounts

Intro

Invoicing your players for the season doesn’t have to be a manual slog. BallersBook’s finance module lets you generate invoices directly from a season’s player roster, with built-in support for percentage discounts. Whether you need to apply a early-bird reduction or a bulk team discount, this guide walks you through the complete process - from selecting the season to finalising the invoices.

Prerequisites

• An account with the admin-finance role (or full admin access).
• A season that already has players assigned via the season roster (players linked through the SEASON_PLAYER junction collection).
• A finance season record created for the billing period (defines the due date and default invoice terms).
• The total invoice amount (before discount) should be known for each player - this may be a flat fee or based on a per-player setting.

Step-by-step

1. Log in to your BallersBook account with a user that has the admin-finance role.
2. Navigate to the Finance section of the app. If you’re unsure of the exact page route, look for a “Finance” or “Billing” link in the main navigation.
3. Open the Invoice Generation tool. This is typically found under a sub-menu like “Invoices” or “Bulk Invoicing”.
4. From the Season dropdown, select the season you want to invoice. The system will then fetch all players currently linked to that season through the SEASON_PLAYER collection.
5. Review the list of players that will receive invoices. Each row should display the player’s name, the base amount (which you can adjust per player if needed), and a discount field.
6. To apply a percentage discount:

• In the Discount Type column (if available), choose Percentage.
• Enter the discount value (e.g., 10 for 10%) in the corresponding input field for each player. If the generation tool supports a global discount, you may instead set a percentage for the entire batch before creation.

7. Optionally, set a due_date for the invoices. The finance season’s default due date is usually pre-filled.
8. Click Generate Invoices (or the equivalent action button). The app creates a FINANCE_INVOICE document for each player with the calculated amount, discount, and status (typically "pending").
9. After generation, you will be redirected to the Invoice List page where all newly created invoices appear. Verify that the amounts are correct and discounts have been applied.

Tips & Pitfalls

• Discount calculation: The system applies the percentage to the base amount. For example, a $100 invoice with a 10% discount results in a final amount of $90. The original amount and discount are stored separately for audit purposes.
• Double-check discounts: If you apply a global discount and later edit individual invoices, ensure the discount field is not overwritten by accident.
• Existing invoices: The tool may warn you if invoices already exist for a player in the same season. Avoid duplicate billing by reviewing the warning before proceeding.
• Role access: Only users with the admin-finance role can access the invoice generation page. If you can’t see the Finance section, ask your club admin to assign the correct role.
• Testing: It’s a good idea to run a small test with one or two players before generating invoices for your entire roster.

Summary

You now know how to generate invoices for all players in a season roster and apply percentage discounts using BallersBook’s finance module. After generation, you can send invoices to players, track payments via the FINANCE_PAYMENT records, and manage outstanding balances. Next, consider setting up automated payment reminders or exporting the invoice list for your accounting system.