Invoices: send, collect card payments, payment schedules, and recurring billing

The Invoices page is your org-wide invoice ledger: every invoice across all your events, with statuses, line items, card collection through Stripe, payment schedules, and recurring billing in one place. Open it at https://hub.kivimedia.co/?page=invoices.

Where invoices come from

Invoices are created from an event, not from this page. Open the event, go to its Financials tab (where you'll see Total Cost, Deposit, Amount Paid, and Balance Due), and click Create Invoice. If you haven't created any invoices yet, the Invoices page shows an empty state with a Go to Events button that takes you straight there.

Statuses and totals

Filter the ledger with the status pills across the top: All, Draft, Sent, Viewed, Partial, Paid, Overdue, Voided. Viewed means the client has opened the invoice, and Partial means some of the balance has been paid. Above the list, three totals cards keep score: Outstanding (billed but not yet collected), Collected, and Overdue.

Reading an invoice

Click a row to expand it. You'll see the full breakdown: each line item, the subtotal, any discount, tax, the total, and how much has been paid so far.

Collect a card payment

When an invoice has a balance due, a Collect payment button appears on it. Clicking it opens the Stripe payment modal with a secure card form, so you can take the payment on the spot - handy when a client is on the phone or standing in front of you.

1. Expand the invoice with the open balance.
2. Click Collect payment.
3. Enter the card details in the Stripe payment form and confirm.

Card collection runs through your own Stripe account, which you connect once under Settings > Payments & Stripe: paste your publishable and secret keys from the Stripe Dashboard, choose which payment methods to accept (Credit and Debit Card, US Bank Account ACH, Cash App Pay), and save. Only org admins can edit these keys. This is separate from your KM Hub subscription billing - it's the account your clients' money flows into.

Payment schedules

Each invoice has a payment schedule section, so you can split what's owed into scheduled payments instead of asking for everything at once - for example a deposit now and the balance closer to the event.

Recurring invoices

For clients you bill on repeat, use Make recurring on an invoice. KM Hub then generates the next invoice automatically each month. You choose how the generated invoices arrive:

• Auto-send - each new invoice goes out to the client automatically.
• Drafts - each new invoice is created as a draft for you to review and send yourself.

The recurring invoices list shows every recurring template with its auto-send or drafts indicator, and each one has Pause/Resume and Delete controls. Pausing stops new invoices from being generated until you resume; existing invoices are untouched.

Still stuck? Submit a ticket from this help center and we'll take it from there.