How to Create and Manage Ad-hoc Invoices in Royalty Manager

Ad-hoc invoices let you bill a franchise, franchise owner, or lead outside of your regular royalty cycle for one-time charges like an initial franchise fee, a convention fee, or a discount adjustment. This article covers where ad-hoc invoices live, how to create and modify them, how to record payments, and how to manage them in bulk.

Note: Ad-hoc invoicing is not available to every account by default. If you don't see a Create Invoice option under Royalty Manager › Invoices, contact helpdesk@franconnect.com to enable it for your account.

Topics Covered

• Ad-hoc invoices and creating an ad-hoc invoice
• Adding additional invoice item(s)
• Managing an Existing Ad-hoc Invoice
• Recording a payment
• Other actions: export, email, delete
• Creating invoices in bulk
• Filtering, saving views, and exporting the list

Ad-hoc Invoices and Creating an Ad-hoc invoice

Ad-hoc invoices are managed from Royalty Manager › Invoices › NON-ROYALTY tab. This list shows every ad-hoc invoice created for your account, along with its payment status

Creating an Ad-hoc Invoice

Click Create Invoice from the NON-ROYALTY tab to open the invoice form.

In Select Contact, search for and choose the Franchise, Franchise Owner, or Lead to bill (the choices shown depend on which contact types are configured for your account).

Set the Invoice Date and Due Date, Optionally add Billing Information, Select Invoice Label tag

Note: The Select Invoice Label field appears as a free-text field by default. To have it configured as a dropdown, contact helpdesk@franconnect.com. Once enabled, your existing label values are automatically converted into dropdown options.

In Line Items, add one row per charge: Item, Unit Price, Quantity, and an optional Tax %. To bill for more than one item, click the + icon at the end of a row to add another row.

Use Upload Documents to attach supporting files (e.g., a signed agreement or receipt) and Notes for any internal context.

An invoice isn't limited to a single line item. At the end of each row in the Line Items table are two small icons:

• + (blue): adds a new, blank line item row below the current one, so you can bill for another item on the same invoice.
• × (red): removes that row. Every row including the first can be removed as long as at least one row remains.

Click Create to save the invoice, or Create & Send to save it and immediately email it to the contact.

Additional Invoice Item(s)

Non-Royalty Line Items are configurable invoice charges in the Finance module, billed independently of royalty calculations. These are standalone charges such as Initial Franchise Fee, each stored with an optional default amount. They form a master list of recurring charges that is selectable during invoice generation instead of re-entered each time, keeping billing consistent across franchisees and reducing manual entry errors.

Navigation

Admin > Finance > Additional Invoice Item(s) > Non-Royalty Line Items tab

To add a new line item

Navigate to Admin > Finance > Additional Invoice Item(s).Click the Non-Royalty Line Items tab.

Click Add New Line Item.

In the Additional Line Item window, enter the item name in Enter Additional Invoice Item (for example, Marketing fees).

Enter the amount in Enter Default Amount (for example, 5000).

Click SAVE. The item appears in the Additional Line Item(s) Summary list with a status of Active.

Note: The default amount is a starting value and can be overridden on individual invoices. Use the gear icon in the Action column to edit or change the status of an existing line item.

Managing an Existing Ad-hoc Invoice

Each row in the NON-ROYALTY list has its own Actions menu (···). where user can modify, delete, etcccc

If user has already initiated the payment and want to reverse, it can be done

Recording a Payment

Select Make Payment from the row's Actions menu and fill in the required details. A table displays the linked invoice(s) with the Applied Amount for each. Click Save to record the payment, the invoice's Actions menu then switches to the paid status

Other Actions: Export, Email, Delete

Beyond viewing and editing an invoice, three additional actions are available from the invoice record, accessible from the Action column (gear icon) on the Invoice Summary list, or from the action buttons on the open invoice detail page.

Export as PDF

Generates a formatted PDF copy of the invoice exactly as it appears to the franchisee, including the header/logo, billing period, line items, taxes, adjustments, and balance due. The file downloads to your local machine and can be archived, attached to an external email, or shared with accounting.

• Use when you need an offline or auditable copy of the invoice, or when a franchisee requests a duplicate.
• The PDF is a snapshot at the time of export, if the invoice is later edited, re-export to get the current version.
• Exporting does not change the invoice status and is not logged as a communication to the franchisee.

Send Email

Emails the invoice to the contact on file for the selected record, with the invoice attached as a PDF. The system picks up the email address from the contact you selected on the invoice, 

and only that contact receives it:

• Use to deliver or re-deliver an invoice without leaving FranConnect, so the send is recorded against the invoice.
• Verify the contact's email address before sending.
• The email subject and body are drawn from the configured invoice email template, so branding and payment instructions stay consistent.
• The send is captured in the invoice's history/log, giving you a record of when the contact was notified, useful for collections follow-up and dispute handling.
• The same applies whether you use Send Email, Create & Send, for a batch.

Delete

Permanently removes the invoice from the system.

• Availability: Delete appears only while the invoice has no payment recorded against it. 

Creating Invoices in Bulk

Bulk creation raises the same ad-hoc invoice for several contacts at once, instead of creating one invoice at a time. Use it when the same charge applies to a group and the dates and line items are identical for everyone.

There is no separate bulk screen. You create invoices in bulk from the same Create Invoice form, simply by selecting more than one contact.

How to create invoices in bulk

Go to Royalty Manager > Invoices, open the NON-ROYALTY tab, and click CREATE INVOICE.

In Select Contact, choose the contact type you are billing: Franchise, Franchise Owner, or Lead.

A second field appears for that contact type (for example Select Franchise). Open it and tick the checkbox against every contact you want to bill, through this you can sent or create invoice in bulk

Click Create to generate the invoice records only, or Create & Send to generate them and email each selected contact. The email goes to the address for that contact type — see Send Email above

Bulk Create History

Click the dropdown arrow next to Create Invoice and select Bulk Create History to track batch invoice-creation jobs. Each row shows Contact, Creation Date, Status, Total Invoices, Invoices Created, and Invoices Failed. Failed records can be retried for up to 5 days.

Filtering, Saving Views, and Exporting the List

Use + Filter above the NON-ROYALTY list to narrow it down by Contact, Franchise ID, Franchise/Owner, Lead, or Payment Status.

Conclusion

Ad-hoc invoicing gives you a flexible way to bill outside the regular royalty cycle whether that's a single one-time charge or a multi-line invoice, with full support for tracking payments, bulk creation, and exporting your invoice list.

If you have any questions or need more help, please contact our customer support team.