The Invoices Report in Hosted Solutions

The invoices report in Hamilton Hosted Solutions shows invoices for Wash Clubs. You can quickly search for a specific user and view their specific transaction report. Document #101-0323 Updated 04/04/2025

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Tip! A quick video about the Invoices Report can be found here: <https://www.youtube.com/watch?v=rGWwVgB-Sk8>

First, log in to Hosted Solutions: <https://hosted.hamiltonservices.com/>

Navigate to Reporting > Sales

Click 'Invoices' to view the Invoices Report

By default, the grid will show the month-to-date data. Change the start date/end date to see up to a year's worth of data.

After setting the date range, tap 'Search' to update the table.

The boxes at the top show at a glance the status of your Wash Club invoices and the total number of customers in any status. You can quickly see, in this example, 1382 invoices have been paid over this time period.

When changing the filter by criteria (if we go from "Paid" to "Pending"), be sure to click "Clear" in between each one. Otherwise, it will show invoices that are "Paid" and "Pending", which should yield no results.

Any of the columns can be easily searched by typing at the top.

'Name' shows the name of the Wash Club member.

'ID' references the invoice number.

'Date' is the date of the customer's last invoice. By default, this list is sorted by the most recent invoice dates.

'Club Status' is either: - 'Active' (they're an active wash club member and can use their club) - 'Inactive' (they were an active wash club member at one point but no longer are) - 'Credit Hold' (they're in credit hold and unable to use their club, usually a failed card transaction) - 'Deleted' (an app user deleted their own account) - 'End Billing Pending' (they can continue using their wash club until the end of the current cycle, but then will not be charged again) - 'Billing Hold' can be set to manually "pause" the account.

'Status' will either be: - 'Paid' (invoice is all paid and good to go) - 'Pending' (the invoice is in the process of being submitted for payment) - 'Canceled' (the customer has canceled their membership or there has been some other change to the account, making it no longer valid) - 'Charge Error' (something has occurred that did not allow the charge to go through)

'Total' shows the total amount that was charged on the last invoice.

'Billing Type' is either 'Automatic' or 'Manual'. - 'Automatic' are invoices that come from recurring billing. - Everything else is noted as 'Manual".

Paid shows the date the invoice was actually paid.

'Record ID' is the transaction report number, also known as the 'Transaction Record ID'

'Description' is a new column. It will show if it was a: - 'Wash Club Re-activation - WashClub Re-Sign Up: (club name, transaction ID number)

Pending invoices are the invoice is in the process of being submitted for payment.

Charge Error invoices are those that something has occurred that did not allow the charge to go through.

Canceled invoices are when the customer has cancelled their membership or there has been some other change to the account, making it no longer valid.

Most Wash Club invoices will be "Automatic Billing". 'Automatic' are invoices that come from recurring billing, everything else is noted as 'Manual"

You can quickly change the size of columns by tapping and dragging them up here.

Clicking on 'Options' allows you to toggle the columns, change the layout, or export the report.

'Toggle Columns' is how you turn on and off columns from being visible on the report.

Columns can be arranged in order by moving the hamburger menu icon on the left up and down. Columns toggled green will appear. If they're red, it means they're hidden. 'Submit' any changes, or just 'Close' to get out of this popup window.

The report can easily be exported as a .CSV file.

The Invoices Report in Hosted Solutions

HS Support
27 steps
2 minutes