Invoice Management

Complete guide to creating, managing, and tracking student fee invoices.

Table of Contents

• Creating Individual Invoices
• Bulk Invoice Generation
• Viewing & Managing Invoices
• PDF Generation & Email
• Tracking Outstanding Balances

Creating Individual Invoices

Create invoices for individual students with one or more fee items.

Step 1: Navigate to Create Invoice

1. Click Fees in the main sidebar menu
2. On the Fees Dashboard, click Create Invoice

Step 2: Select Student and Term

Step 3: Set Invoice Details

Step 4: Add Fee Items

Add one or more fee types to the invoice:

1. Default Item: The form starts with one fee item row
2. Select Fee Type: Choose from the dropdown (e.g., Tuition, Transport, Lunch)
3. Amount Auto-Fills: The default amount for that fee type is automatically populated
4. Adjust Amount: You can modify the amount if needed (e.g., pro-rata fees for late joiners)
5. Add More Items: Click Add Item to add additional fee types
6. Remove Items: Click the button to remove unwanted items

Example: Multiple Fee Items

Step 5: Review Summary

The summary panel on the right shows:

• Total Amount: Sum of all fee items (auto-calculated)
• Updates in real-time as you add/remove items or change amounts

Step 6: Create Invoice

1. Review all details for accuracy
2. Click Create Invoice
3. You'll be redirected to the invoice detail page
4. The invoice is automatically saved and assigned a unique invoice number

Bulk Invoice Generation

Create invoices for multiple students at once (e.g., entire class or year group for term fees).

Step 1: Navigate to Bulk Invoice

1. Click Fees in the sidebar
2. On the Fees Dashboard, click Bulk Invoice

Step 2: Select Recipients

Choose which students should receive invoices:

Step 3: Set Invoice Details

• Term: Select the term for these invoices
• Invoice Date: Same date for all invoices (default: today)
• Due Date: Same due date for all invoices (default: 30 days from now)

Step 4: Add Fee Items

Add the fee types that apply to all students in this batch:

• All students will receive invoices with the same fee items and amounts
• You can add multiple fee types (e.g., Tuition + Transport + Lunch)
• If students have different fee structures, create separate bulk invoices for each group

Step 5: Preview Student List

Before creating invoices, the system shows:

• Total number of students who will receive invoices
• List of student names and admission numbers
• Total amount per invoice
• Grand total for all invoices combined

Step 6: Generate Invoices

1. Click Generate Invoices
2. The system creates invoices in the background (for large batches)
3. You'll receive a notification when complete
4. Each invoice gets a unique invoice number

Viewing & Managing Invoices

Invoice List

View all invoices in a searchable, sortable table:

1. Navigate to Fees → View Invoices
2. The table displays:
   • Invoice Number: Unique identifier (e.g., INV-2025-001)
   • Student Name: Full name and admission number
   • Invoice Date: When the invoice was issued
   • Due Date: Payment deadline
   • Term: Academic term
   • Total Amount: Invoice total
   • Amount Paid: Payments received so far
   • Balance: Remaining amount owed
   • Status: Paid, Partial, Unpaid, or Overdue
   • Actions: View, Print PDF, Email, Delete buttons

Invoice Statuses

Searching & Filtering

Find specific invoices quickly:

• Search: Type student name, admission number, or invoice number
• Filter by Term: Show invoices for specific terms
• Filter by Status: Show only Paid, Unpaid, or Overdue invoices
• Date Range: Filter by invoice date or due date range
• Sort: Click column headers to sort by any field

Viewing Invoice Details

1. Click the View button next to any invoice
2. You'll see the complete invoice including:
   • Student information
   • Invoice number and dates
   • All fee line items with amounts
   • Total amount, payments received, and balance
   • Payment history showing all payments allocated to this invoice
   • Related receipts with links to receipt PDFs

PDF Generation & Email

Printing Invoice as PDF

1. From the invoice list, click PDF next to the invoice
2. Or from the invoice detail page, click Print Invoice
3. A professional PDF is generated with:
   • School logo and letterhead
   • School contact information
   • Student details
   • Invoice number and dates
   • Itemized fee breakdown
   • Total amount due
   • Payment instructions (bank details, etc.)
4. Print directly or save the PDF to your computer

Emailing Invoices to Parents

Send invoices directly to guardians via email:

1. From the invoice list, click Email
2. The system:
   • Finds the student's primary guardian email
   • Generates the invoice PDF
   • Sends an email with the PDF attached
   • Email includes invoice summary in the body
3. Check Messaging → Email Logs to verify delivery

Tracking Outstanding Balances

Outstanding Invoices Report

Monitor which students have unpaid or overdue invoices:

1. Navigate to Fees → Drill-Down Report
2. View summary by:
   • Year Group: See total outstanding per year level
   • Academic Class: See total outstanding per class
   • Student: Drill down to individual student balances
3. Export reports to Excel/PDF for accounting

Overdue Invoice Alerts

Invoices past their due date are automatically flagged:

• Appear with a Overdue badge in the invoice list
• Highlighted in red on drill-down reports
• Can be filtered to show only overdue invoices
• Use this list to send reminder emails to parents

Student Balance on Profile

Each student's profile shows their current fee balance:

• Positive Balance: Student owes money (e.g., +$500)
• Zero Balance: All invoices paid, no credit
• Negative Balance: Student has prepayment credit (e.g., -$200)

Best Practices