Generate and send invoices

Invoices are generated from the tuition plans your children are assigned to. You preview them first, adjust anything that needs adjusting, and then send them — nothing reaches a family until you confirm.

Before you start

• Connect Stripe under Tuition & Billing → Settings. Until that is done you cannot send invoices or take payments.
• Assign every child you want to bill to a tuition plan, under the Plans tab.

Generate invoices

1. Go to Tuition & Billing in the sidebar, then the Invoices tab.
2. Select Generate Invoices. The Invoice Preview drawer opens and shows the billing period it is about to bill for.
3. Review one card per child. Each shows the plan, the amount, and a Pro-rated or Modified badge where that applies. Clear the checkbox on any child you do not want to bill this cycle.
4. To change a child’s invoice, expand the line items and select Edit invoice. You can edit descriptions and amounts, delete a row, Add line item, and add Notes that the parent will see. Select Done editing when finished.
5. Select Confirm & Send (N invoices).

Screenshot pending: tuition.invoices.previewThe Invoice Preview drawer listing three children with their plans and amounts, each with a checkbox.

The preview is the last point at which nothing has been sent.

If the preview is empty, every enrolled child already has an invoice for this billing period, or no children are assigned to a plan yet.

Send drafts you generated earlier

Draft invoices are not visible to families. When drafts exist, a banner at the top of the Invoices tab reads N draft invoices pending review. Select Send All Drafts to send them all, or open a single invoice and use Send This Invoice.

Record a check payment

1. Open the invoice from the Invoices list.
2. In Record Check Payment, type the check number and select Record.

The check number is required. Card and bank payments made by families through the parent app are recorded automatically.

Void an invoice

Open the invoice and select Void Invoice, then give a reason if you want one on the record. Voiding also cancels any Stripe charge, and cannot be undone. It is available while an invoice is unpaid — not once it is paid, already void, or refunded.

Refund a paid invoice

Open a paid invoice and select Refund. Leave Refund Amount blank for a full refund, or enter an amount for a partial one. A reason is required. The refund goes back through Stripe to the card or account the family paid with.

What families see

• Sending an invoice emails the payer and makes it payable in the parent app straight away.
• Families see your Notes, every line item and its description, so write them for a parent rather than for your own records.
• A refund shows in the parent app as Refund Issued with the amount and date.

Invoice statuses

Status	Meaning
Draft	Generated but not sent. Not visible to the family.
Unpaid	Sent and awaiting payment.
Partially Paid	Some of the balance has been paid.
Paid	Settled in full.
Overdue	Past its due date and still unpaid.
Void	Cancelled. Any Stripe charge was cancelled too.
Refunded	Paid, then refunded in full or in part.