Sending invoices and recording payments

Why this exists

Building invoices by hand each week takes hours and makes it easy to miss a lesson or double-bill one. For finance staff, the invoice run prepares drafts from what families owe, so you only check and send them. Payments made by bank transfer or cash can be recorded in a few clicks, keeping every balance accurate.

The invoice run makes draft invoices each week from what families owe. You check them, send them, and the family pays from their portal.

Before you start

You need invoices.view to see invoices and invoices.edit to send or change them. The page is Finance > Invoices.

Send a draft

1. Open Invoices and filter by status or date.
2. Open a draft and check its lines. Lines can only be changed while it is a draft.
3. Add an internal note if you need one. Families do not see it.
4. Choose Send invoice. The note above the button says how the family will pay, based on your payment provider.

Record a payment made another way

If a family paid by bank transfer or cash:

1. Open the invoice.
2. Enter the amount (in cents) and choose Mark paid.

Good to know

• An invoice is a tax invoice, with your ABN, only when your centre is registered for GST and your ABN passes the check. Otherwise it is an invoice.
• An invoice is overdue when it still asks for money after credit notes and its due date has passed.
• Only a draft with no payment can be deleted. A browser can never change an invoice's status or amount paid directly; payments come from the payment provider or from Mark paid.
• Every invoice is shown to the family in their portal under Invoices.

Related

• Credit notes and voiding an invoice
• Overdue invoices and failed payments
• Setting up online payments