Create invoices for a student billing account

To create invoices for a  past, current or future student or a payee (also known as debtor), you’ll need to set up an invoice template first. It takes a few minutes, then you can reuse it again and again.

If a payment arrangement is in place for the account, invoices will automatically be created for each payee with a breakdown of the amount due.

To create a single invoice, go to your Finance entity > Invoices.

1. Under the user settings icon , select Add invoice.

2. Under new invoice, select the relevant General ledger (GL) date, Debtor ledger and Fee schedule from the calendar/dropdown menus.

3. Now you can populate fields unique to this invoice and apply an existing invoice template to prefill the rest.
This includes:

• Type: Type of student or debtor that the fees or bill relate to, e.g. current or future student.
• Issue date: A record of when the invoice was issued – this can be different to the date it’s created.
• To: Name the invoice should be addressed to.
• Due date: When the bill is due – if not paid before then, it will become overdue.
• Invoice template: a pre-existing template that prefills the invoice with information unique to your school.
• Use debtor credits: If there’s credit available in a debtor’s account (due to over payment), it can be subtracted from this invoice if selected.
• Debtor fee: Search for or select a relevant debtor fee code from the dropdown menu, which will prefill fee-related fields.
• Once a debtor fee is selected, the Amount, Transaction description and Tax amount will automatically be populated.
• Comment on invoice: Add a comment to the invoice if you wish to share additional information.

4.  When you're done, select Save.

You’ve created a single PDF invoice for a debtor account, which can be downloaded or emailed to the parent or payee.