Creating Invoices
Generate and send professional invoices to families. Learn how to create individual invoices or batch generate them for all families.
In this article
1. Invoice Overview
Navigate to Billing → Invoices to access your invoice management dashboard. The Billing dashboard also shows quick stats about your invoicing status.
Dashboard Stats
Total payments received this billing period.
Total amount not yet paid across all invoices.
Amount past due date. Highlighted if greater than $0.
2. Creating an Invoice
To create an individual invoice:
- Go to Billing → Invoices
- Click Create Invoice or use the quick action from the billing dashboard
- Select the family
- Choose the billing period
- Review or modify line items
- Set the due date
- Save as draft or send immediately
Invoice Line Items
Invoices can include:
- Tuition charges based on assigned plan
- Late fees (if auto-posted or manually added)
- Meal charges
- Activity or field trip fees
- Registration or material fees
- Discounts and credits
Tip: If a family has subsidy assistance, apply it as a credit or adjustment on the invoice to show the reduced amount due.
3. Batch Invoice Generation
For monthly billing, you can generate invoices for all families at once:
- Click Generate Invoices from the billing dashboard
- Select the billing period (e.g., "January 2025")
- Choose which families to include (all active, specific classrooms, etc.)
- Review the preview showing all invoices to be created
- Click Generate to create all invoices
Batch generation automatically:
- Applies each family's tuition plan
- Includes any pending fees (late pickups, etc.)
- Applies discounts if configured
- Adjusts for subsidy amounts
Important: Review generated invoices before sending. Batch generation creates them as drafts so you can make adjustments if needed.
4. Invoice Status & Tracking
Each invoice has a status indicating its payment state:
Not yet sent to the family. Can be edited or deleted.
Sent but not yet paid. Due date hasn't passed.
Some payment received but balance remaining.
Fully paid.
Due date has passed with outstanding balance.
Invoice Details
Click on any invoice to see the full details including:
- Invoice number
- Family and billing information
- All line items
- Payment history
- Due date and amount
5. Sending Invoices
Once an invoice is ready, you can send it to the family:
Invoice is emailed to the primary guardian with a link to pay.
Invoices are always visible in the parent portal once sent.
Payment Options
Parents can pay invoices through:
- Online payment via Stripe (credit card, ACH)
- Saved payment methods
- Autopay (if enabled)
Pro tip: Encourage families to set up autopay for hassle-free billing. This reduces late payments and administrative work.