WildApricot is a great system for associations and clubs, but sometimes it limits you in certain ways. One thing that many customers want to do is bulk update invoices. For example, you may wish to update a set of invoices (maybe your membership renewals) to have a new invoice date. This sort of bulk update can’t be done in WildApricot.
Currently you have to do these one by one and it may take a few hours to maybe a few days to do that. But with a simple 2 module scenario this can be done quite easily.
Unfortunately the built in WildApricot app does not have an Update Invoice module, but there is a handy Make an API Call module.
Here’s the simple scenario you can use to search on a set of invoices and perform an update on them. The key is the API call structure:
The URL
The URL will be /invoices REST API call that has 2 required options:
- Your WildApricot AccountID
- This AccountID is in the WildApricot administrtive Dashboard under the General settings.
- The InvoiceID
- This will be an internal number that WildApricot generates (not the Document Number)
/accounts/<YOUR_WA_ACCOUNTID>/invoices/<INVOICE_ID>
The Method
Use “PUT” since all updates to data are done with the PUT request in the WildApricot API
The Body
The body will be crucial as it is the JSON payload you send. It is critical that the Invoice ID is also added to this payload. You can see there are several items you will need to map:
The Id key will map to the Invoice Id from the Get invoices list module (or from some other module that has access to the WildApricot Invoice ID).
The DocumentDate is a key to update the date of the invoice
The UpdatedDate can be set to today’s date/time to ensure WildApricot records when the invoice was updated
The UpdatedBy key is optional but it is a collection that has an Id of the Contact who is updating the invoice.
{
“Id”: {{1.Id}},
“DocumentDate”: “2026-01-01”,
“UpdatedDate”: “{{now}}”,
“UpdatedBy”: {
“Id”: 95770308
}
}
Sharing the scenario should you wish to install and play around with it: