Create an open invoice to charge a rider for something that isn't in your calendar, such as board, a farrier visit or a special deal. The rider pays it online in their Hopoti account. You need Administrator or Instructor permissions.
Before you start
The rider must be one of your clients: see Add a rider or a family yourself.
New invoice rows start with your default tax rate from Settings > Settings > Default settings. You can choose another rate on each row.
Create an invoice
Go to Invoices and select Create new invoice, or start from the Invoices tab on the rider's client card.
In Clients, choose the rider.
Keep Invoice type as One or multiple invoices for a one-off invoice.
Under Invoice rows, describe what you're charging for and fill in the Quantity, Unit price and VAT %.
Under Summary, select the due date.
Optionally, fill in Sold products and services for the receipt (left empty, the row descriptions are used) and Business remarks (not shown to the rider).
Select Confirm.
The invoice now shows under Open in Invoices and on the rider's client card. The rider gets an email and pays online, with any booking fee added at checkout. An invoice for a child goes to the parent account.
An open invoice isn't cancelled when it's late. Once it's paid, it waits under Paid - waiting for action until you open it and select Mark complete. If the rider pays you outside Hopoti, for example by bank transfer, mark the invoice as paid: see Mark an invoice as paid.
If Confirm doesn't work and you see "Fill in required fields", check that you've chosen a rider, filled in every row and set a due date.
Put several rows on one invoice
An invoice can have several rows, each with its own VAT rate, for example board and lessons together. Whether you can add rows depends on your plan.
This feature is available on certain plans
Several invoice rows are available on the Growth, Pro and Ultimate plans.
New features like this aren't part of earlier plans (from before September 2026). Message our team to get access.
To charge for different things on one invoice, select Add row for each one (the bin icon removes a row). The totals show one VAT line per rate. The rider pays one total, and the receipt shows each VAT rate.
Once the invoice is created, its rows, prices and rates can't be changed. To correct one, open the invoice, select Remove invoice and create a new one.
Instalments, repeating invoices and other cases
Open the one that fits your situation:
If you split the amount into parts
If you split the amount into parts
Raise Installment parts with the plus button. Each part becomes its own invoice with its own due date, shown as a separate line under Summary. With several rows, every part keeps the same rows, with the amounts split in proportion. Check the amount and select a due date for every part before you select Confirm.
If the invoice repeats every week or month
If the invoice repeats every week or month
Choose A recurring invoice until date in Invoice type. Then choose Every week or Every month in Repeat event, the date of the First payment (today unless you change it), and in End repeat either After a number of invoices or On date. Every invoice in the series gets the same rows, which suits monthly board.
If you invoice several riders at once
If you invoice several riders at once
Choose all the riders in Clients. Each rider gets their own invoice with the same rows, amounts and due date, and pays it separately.
If you're on an earlier plan (from before September 2026)
If you're on an earlier plan (from before September 2026)
Invoices on earlier plans have no invoice rows. Enter the amount, VAT rate and due date under Summary, and describe what you're charging for in Sold products and services, which is required there because it's shown on the receipt.