Issue and manage invoices or receipts

Invoices brings together documents the club issues to its customers. Receipts for exempt transactions and invoices with tax treatment do not follow exactly the same process; availability depends on the club’s tax settings and services in Spain.

Before you start

Complete the club’s tax details and check how the transaction should be treated. Check the recipient, description, taxes and dates before issuing. If you need external tax services, confirm that they are active first.

Step by step

1. Open Invoices and choose a period

Open Invoices, select a month and filter by status. Counters summarise documents and possible issues. Each row shows the number, the customer the document is issued to and, beneath the description, the athlete the charge relates to when it comes from a fee or enrolment; manual documents, shop transactions and documents issued to an adult athlete billing themselves do not show an athlete. Search accepts an invoice or receipt number, customer name or NIF, description and athlete name, ignoring accents and word order. Open any row to see its details and traceability.

Beside the number, both the table and mobile cards show the method for the recorded payment:

• € or $ (depending on the currency): cash.
• Card: card payment.
• Bank: bank collection or transfer. Hover over the icon to distinguish the specific method.
• Points: another method recorded by the club.

The indicator uses the confirmed payment for the charge, enrolment or order that generated the document. A selected method that is still awaiting collection is not shown as paid. In conversions and credit notes it may show the original payment method even if it was later refunded; the icon does not certify that the money is still held or describe how the refund was made. No indicator appears for a manual document or when no method is recorded.

2. Create and review the document

Select New manual invoice. Enter the recipient’s name or legal name, NIF/CIF and email where applicable. Add lines with a description, quantity and unit price; the total updates as you edit. Check VAT type and internal notes. The final action is Create invoice or Issue receipt, depending on the configured tax treatment. The date is assigned when you create the document; you cannot choose it in this dialogue.

3. Check numbering and status

Once issued, the document keeps its number and snapshots. If it uses a tax service, check the processing status and refresh it when the interface allows; do not duplicate the document because of a temporary delay. A pending invoice may show Check with AEAT again to check the existing status. Retry submission to AEAT appears only when the system allows a retry.

On receipts and invoices generated when an enrolment payment is paid, the recipient’s address is copied from the contact address collected in the form: street address, postcode, town or city and province. If the form did not collect those details, the address is blank. Changing the guardian’s profile address later does not automatically update documents already issued.

4. View and download the PDF

From the details, select View PDF. The preview opens inside the dashboard or installed app and lets you move between pages, zoom in and zoom out. You need a connection to open the file. If it cannot be displayed, select Try again; you can also use Download to save the PDF or Open in new tab to view it separately.

Use Download PDF in the details or Download in the preview to provide it through the agreed channel. On iPhone, the system may open sharing options or a preview: choose Save to Files when available. Check that the file is saved and the recipient and amounts are correct before sharing. The preview inside Clybo’ does not save a copy to your device.

A receipt or invoice is issued only once it has a PDF. Until then, the list marks it NO PDF and the details say it has not yet been issued or sent. Select Generate PDF to complete it: if the document comes from a payment, shop order or form, Clybo’ generates the PDF and sends it to the recipient. If you created it manually, it only generates the PDF. Clybo’ also checks every few minutes for documents without PDFs and completes them automatically, without sending a document that has already been sent twice. Invoices pending with AEAT receive a PDF when accepted, so they do not show this button.

Generated PDFs include the logo saved under Settings → Visual identity, on a white background and with its proportions preserved. This also applies to the combined PDF and PDFs in the ZIP accounting export. If no logo is available, the club’s initials appear. Receipts are marked Receipt with their number in the header; the exemption explanation appears in the document footer.

You can use a transparent PNG or JPEG logo. SVGs uploaded under Visual identity are converted to PNG when possible; if an older logo does not appear, upload it again as PNG. Changing the logo does not alter PDFs that have already been generated.

5. Correct a document with a credit note

For invoices that allow direct corrections, Edit recipient and Edit lines open the permitted fields. An accepted invoice is immutable: select Issue credit note and choose Cancel and refund, Correct the amount or Correct tax details. Review the reason, details and totals before issuing; the new document is linked to the original. The money refund is handled separately. Do not overwrite the tax history.

You can correct the address on an issued receipt using the pencil under Recipient (Edit recipient). Save the address and wait for the PDF to be regenerated before reopening View PDF. This changes that receipt; the guardian’s profile address is managed under People. You cannot directly edit credit notes or receipts that already have a credit note or have been converted into an invoice.

If something goes wrong

• You cannot issue the document: check the tax details, lines and recipient, and whether the required service is available.
• The tax status is still pending: refresh it and check the details before retrying.
• The PDF is not ready: wait for generation to finish and reopen the preview. If the document is still marked NO PDF, select Generate PDF in its details.
• The PDF exists but the preview fails: check your connection and select Try again in the reader. You can download it and use your device’s viewer. If it still will not download, close the preview and reopen View PDF; if the problem persists, contact support with the document number.
• The recipient is wrong: correct a draft or use the stated correction process for an issued document.
• The receipt has no address even though the guardian’s profile does: open Edit recipient, enter the address and save to regenerate the PDF. The profile and receipt keep their details separately.

Next step

First set up Tax services for clubs in Spain. For issues with the transaction that generated the document, see Manage payments and payment issues.