Invoices

An invoice is a formal request for payment sent to a student (or their guardian). Invoices are generated automatically via billing runs or manually for individual students. Each invoice tracks the fee owed, due date, and payment history.

Navigation: Finance → Invoices

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Invoice lifecycle

Status	Meaning
Draft	Created but not yet sent to the student/guardian
Issued	Sent and awaiting full payment
Partially paid	Some payment received; balance remaining
Paid	Fully settled
Overdue	Past the due date with outstanding balance
Cancelled	Voided; a credit note may have been issued

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Invoices page

Filtering invoices

Use the filter bar to narrow down the list:

• Status — All, Issued, Overdue, Paid, Cancelled
• Term — filter by academic term
• Grade / Class — filter to a specific grade or class division
• Fee type — filter by fee category
• Date range — invoice date or due date range
• Student — search by student name or ID

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Viewing an invoice

Click any row to open the invoice detail view.

The detail view shows:

• Invoice number — unique reference (e.g., INV-2026-001234)
• Student — name, class, student ID
• Fee details — fee name, amount, due date
• Payment history — list of all payments received against this invoice, with dates and methods
• Balance — remaining amount owed
• Status badge — current invoice status

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Sending an invoice

1. Open the invoice detail
2. Click Send invoice
3. Choose delivery method:
   • Email — sent to the guardian's email address on file
   • SMS — sent as a link to the guardian's mobile number
   • Print — opens a print-ready PDF view
4. Click Send

note

Sending an invoice changes its status from Draft to Issued.

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Recording a payment manually

If a parent pays in cash or via bank deposit, record the payment directly from the invoice:

1. Open the invoice
2. Click Record payment
3. Enter:
   • Amount received
   • Payment date
   • Payment method (Cash, Cheque, Bank Transfer, etc.)
   • Reference (e.g., deposit slip number)
4. Click Save payment

A receipt is automatically generated and the invoice balance is updated.

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Creating a manual invoice

To invoice a single student outside a billing run:

1. Click + New invoice
2. Select:
   • Student
   • Academic year and term
   • Fee structure
   • Invoice date and due date
3. Click Create invoice

The invoice is created in Draft status — remember to send it.

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Cancelling an invoice

1. Open the invoice
2. Click ⋮ menu → Cancel invoice
3. Provide a cancellation reason
4. Confirm

caution

• Cancelling an invoice with payments will automatically generate a credit note for the amount already paid.
• Cancelled invoices cannot be reinstated — create a new invoice if needed.

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Credit notes

A credit note is automatically created when:

• A paid or partially-paid invoice is cancelled
• A fee adjustment results in a negative balance

Credit notes can be applied against future invoices for the same student.

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Bulk operations

Select multiple invoices using the checkboxes to perform bulk actions:

Action	Description
Send selected	Sends all selected invoices to guardians
Mark as issued	Changes status from Draft → Issued
Export to CSV	Downloads the selected invoices as a spreadsheet
Cancel selected	Bulk cancellation (use carefully)

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Overdue invoices

The system automatically marks invoices as Overdue when the due date passes and the balance is not zero. To manage overdue accounts:

1. Filter invoices by status = Overdue
2. Sort by Balance (highest first) to prioritise largest debts
3. Use the Communications module to send payment reminders in bulk

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Invoice numbering

Invoice numbers are assigned automatically in sequence. The format is INV-YYYY-NNNNNN. You cannot manually set invoice numbers.

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Printing and PDF export

• Single invoice — open the invoice → Print / Download PDF
• Bulk export — select multiple invoices → Export → choose PDF or CSV