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Create and send an invoice

Before sending invoices make sure you have configured your invoice settings. Invoices can be created by using the bulk actions functionality on the children’s page. This allows you to create and review many invoices at the same time. From the Add Invoice dialog you can select the period dates, and then for each child select the invoice data and due date. Any additional items can also be added to the invoice.

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Viewing All Invoices

Once invoices have been created, you can view and manage them from the invoices list page. This page displays all invoices in a table format with comprehensive filtering and bulk action capabilities.

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Invoice Table Columns

The invoice table displays the following information for each invoice:

• Name: The child’s name the invoice is for. Clicking on the name will take you to the child’s profile page.
• Billing Dates: The start and end dates for the period covered by this invoice.
• Invoice Date: The date the invoice was created.
• Due Date: The date payment is due for this invoice.
• Reference: The unique invoice reference number.
• Amount: The total amount due on the invoice, displayed in your configured currency format.
• Status: The current status of the invoice (see below for details).

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Invoice Statuses

Each invoice has one of the following statuses:

• Created: The invoice has been created but not yet sent to the bill payers. You can still edit the invoice at this stage.
• Sent: The invoice has been sent to the bill payers via email. The invoice can no longer be edited.
• Part Paid: The invoice has received partial payment but still has an outstanding balance.
• Paid: The invoice has been fully paid and is considered complete.

Outstanding amounts are displayed below the total invoice amount in red text for unpaid or partially paid invoices.

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Filtering Invoices

You can filter the invoice list using several criteria:

• Status: Filter by invoice status (Created, Sent, or Paid)
• Overdue: Show only invoices that are past their due date and not yet paid
• Invoice Date: Filter by the month the invoice was created (January through December)

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Individual Invoice Actions

Each invoice has different actions available depending on its current status:

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For “Created” Status Invoices:

• Edit: Modify invoice details, amounts, or due dates
• Send Invoice: Email the invoice to the bill payers
• Mark As Sent: Manually mark the invoice as sent without emailing
• Delete: Remove the invoice (with confirmation)
• View PDF: Preview or download the invoice PDF

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For “Sent” Status Invoices:

• Send Reminder: Email a payment reminder to the bill payers
• Resend Invoice: Send the invoice again if needed
• View Payments: View all payment records for this invoice (read-only)
• Edit Payments: Add, edit, or delete payments for this invoice
• Delete: Remove the invoice (with confirmation - only available for unpaid invoices)
• View PDF: Preview or download the invoice PDF

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For “Part Paid” and “Paid” Status Invoices:

• View Payments: View all payment records for this invoice (read-only)
• Edit Payments: Add, edit, or delete payments (if not integrated with accounting software)
• View PDF: Preview or download the invoice PDF

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Bulk Actions

You can select multiple invoices and perform bulk operations:

• Send: Send all selected invoices to their respective bill payers at once
• Send Reminders: Send payment reminders for all selected invoices
• Mark As Sent: Mark all selected invoices as sent without emailing

To use bulk actions:

1. Select the checkbox next to each invoice you want to include
2. Use the “Select all” checkbox in the header to select all visible invoices
3. Choose the desired action from the bulk actions menu

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Payment Management

Pigeonhole uses a detailed payment tracking system where individual payments are recorded against invoices rather than simply marking invoices as “paid” or “unpaid”. This provides better visibility into payment history and allows for partial payments.

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Adding Payments to Invoices

To add a payment to an invoice:

1. Navigate to the Invoices page
2. Find the invoice you want to add a payment to
3. Click “Edit Payments” in the actions menu (three dots) next to the invoice.
4. In the payments dialog:
   • Click “Add Payment” to create a new payment record
   • Enter the payment date, amount, and optional notes
   • Click “Save Payments” to record the payment

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Viewing Payment History

To view payment records for an invoice:

1. Click “View Payments” in the actions menu next to any invoice
2. This opens a read-only dialog showing all payments made against the invoice
3. The dialog displays:
   • Payment date, amount, and notes for each payment
   • Invoice total and running balance calculations
   • Total payments made and remaining balance

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Payment Integration with Accounting Software

When accounting integration is enabled:

• Payments recorded in your accounting software automatically sync to Pigeonhole
• You cannot manually edit payments for integrated invoices (they show as read-only)
• Payment statuses and balances update automatically when changes are made in your accounting system
• This eliminates double-entry and ensures data consistency

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Frequently Asked Questions