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Send a one-off invoice

  • Finance
  • Director
  • Admin
  • Needs: Billing
  • Phone
  • Desktop
  • Draft

New Invoice bills anything outside Recurring Tuition: a field trip, supplies, a missed period, or an item for a staff member.

Steps​

  1. Tap + on the Billing Dashboard (or Legacy Billing), then New Invoice. For one child, tap + on their Tuition Statements instead.
    The + menu on the Billing Dashboard
  2. Select the children or staff and tap Continue to Invoice. (Skipped when you start from a child.)
  3. Tap + Add Item, pick the rates, and close the sheet. Tap a line to change its Quantity or Price; tap the trash icon to remove it.
    The New Invoice screen
  4. Set Due on, and optionally a Service period and Bill To. See Set an invoice's dates and options.
  5. Check Invoice total, then tap Save.
  6. Confirm the send date and tap Continue.

Tips​

  • Invoices for many children are created in the background ("Invoices Batched").
  • Staff invoices can only use Extras and Discounts.

Troubleshooting​

  • "Duplicate Invoice Found". A matching invoice already exists for those children. Tap Create Invoice only if a second one is correct.
  • "Billing an Archived Child". Tap Continue only if you mean to bill a child who has left.
  • "Missing Family Email". Enter an email to invite the family, or tap Skip.
  • "Total less than $0". Remove discounts or scholarships until the total is $0 or more.
  • "You can only have 1 tuition rate at a time." Remove the other tuition line first.