Managing invoices
Where invoices come from
In Phase 1, manual invoice creation is not available: invoices are generated automatically at enrolment, from the pricing grid applicable to the student (see Pricing grids). Every generated invoice starts in Draft status.
Issuing an invoice
- Open the invoice in Draft status.
- Check the lines, the total amount and the due date.
- Click Issue invoice.
Upon issuing, an e-mail is automatically sent to the paying parent to let them know their invoice is available. This e-mail does not include the PDF as an attachment: the parent downloads the PDF from their family portal (Download PDF button), and you can do the same from the invoice record on the admin side.
Payment schedule
Every invoice shows a payment schedule automatically derived from the payment mode set on the pricing grid (annual, quarterly or monthly) at the time of enrolment. This schedule is read-only: there is no separate “payment plan templates” to create or configure — to change a family’s payment rhythm, the grid’s payment mode must be adjusted before enrolment.
Invoice statuses
| Status | Description |
|---|---|
| Draft | Invoice generated, not yet visible to the parent |
| Issued | Invoice sent to the parent, payment awaited |
| Partially paid | A deposit has been paid, balance still due |
| Paid | Settled in full |
| Overdue | Due date passed with no payment |
| Severely overdue | Extended delay (see Automatic reminders) |
| Cancelled | Invoice cancelled |
Automatic reminders
Reminders for overdue invoices are automatic and not configurable — there is no “Settings → Billing → Reminders” page. An e-mail is sent to the parent around the due date, at the following milestones:
- D-3: reminder before the due date
- D+1: the invoice moves to Overdue status
- D+8: reminder
- D+15: reminder
- D+30: the invoice moves to Severely overdue status and a formal notice is generated automatically
Recording a manual payment
For payments received outside the platform (cash, cheque, bank transfer):
- Open the relevant invoice’s detail page.
- Click Record a payment.
- Choose the payment method, the amount and the date.
- Confirm — the invoice status is recalculated automatically (Partially paid or Paid).
Accounting export
There is no CSV export of invoices at this time. For collection tracking, see the financial indicators in Reporting (financial dashboard).