Hopoti creates invoices for bookings that aren't paid straight away, and you can create your own. Riders pay them online in their Hopoti account, or you mark them paid. Restricted instructors can't open Invoices.
Where invoices come from
Each kind of invoice is created differently, and not all of them are cancelled when they aren't paid:
Invoice | Created when | If it isn't paid by the due date |
Season part invoice | A rider books a season in instalments (see Sell a season with instalments or a booking deposit) | Cancelled with its lessons after your grace days (3 days after the due date by default) |
Booking deposit | A rider books a season or camp that has a booking deposit | Cancelled with its lessons after your grace days (3 days after the due date by default) |
Payment plan invoice | You add a rider to lessons with a payment plan (see Change how a rider pays with a payment plan) | Cancelled with its lessons after your grace days (3 days after the due date by default) |
Offline payment invoice | A rider books with one of your offline payment methods (see Take bookings with offline payments) | Not cancelled: it's due on the lesson date, and the booking stays until you mark the invoice paid or remove it |
Membership invoice | Automatically before each month of a Membership (Pro and Ultimate plans; see Follow up Memberships: members, invoices and notice) | Not cancelled: the member keeps their bookings and you follow up. If Reminder email is on, Hopoti emails you a list of overdue Membership invoices |
Open invoice | You create it yourself, for example for board (see Send a one-off or recurring invoice) | Not cancelled: it stays until it's paid, removed or marked as paid |
A booking deposit is the upfront part of a season or camp price. It's part of the price, not a booking fee.
Riders get automatic email reminders before the due date and before bookings are cancelled. You can't change the schedule. A cancelled invoice can't be restored: see Unpaid invoices and riders removed from lessons.
The Invoices page
Go to Invoices. The page has four tabs:
Open: invoices waiting to be paid. On a rider's client card this tab is called Sent.
Cancelled: invoices with bookings that weren't paid in time. The rider was removed from those lessons.
Paid - waiting for action: open invoices that are paid but not yet marked complete.
Complete: paid invoices that need nothing more.
Labels on an invoice:
Waiting, Expiring! (the due date is close) or Expired! (the due date has passed)
Offline payment: an offline booking's invoice
Marked as paid: a payment staff recorded by hand
Open, change or complete an invoice
Select an invoice to see the rider, the lessons it covers and the last and next reminder. From there you can:
change the amount, VAT, due date or texts and select Save changes
record a payment made outside Hopoti with Mark as paid (see Mark an invoice as paid)
change a payment plan with Edit payment plan
select Remove invoice, which also cancels the bookings the invoice covers
When a rider pays an open invoice, it waits under Paid - waiting for action so you can do what was agreed, for example give the rider a Stablecard. Then open it on that tab and select Mark complete to move it to Complete.
Invoices with several rows
On the Growth, Pro and Ultimate plans, an open invoice can have several invoice rows, each with its own VAT rate. New features like this aren't part of earlier plans (from before September 2026). Message our team to get access. The rider pays one total. The rows of an invoice can't be changed afterwards: remove it with Remove invoice and create a new one. See Send a one-off or recurring invoice.
What riders see
Riders get an email for each new invoice and pay it online under Invoices in their Hopoti account (see Pay your invoices). Invoices for children go to the parent account. If you pass a booking fee on to riders, it's added at checkout, and those invoices show Booking fee is added at checkout in your list (see Pass a booking fee on to riders).