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Before sending invoices make sure you have configured your invoice settings.
If you have automated invoicing configured invoices will be created for you.
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. Selecting children for bulk invoice creation From the Add Invoice dialog you can select the period dates, and then for each child select the invoice date and due date. Any additional items can also be added to the invoice. Add Invoice dialog showing period dates, invoice date, and additional items

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Children with nothing to pay

If a child’s invoice for the period would come to £0, for example because they are fully funded, no invoice is created for them unless Create £0 Invoices is turned on. The message after creating tells you how many were skipped, for example “Created 18 invoices successfully. Skipped 2 with nothing to bill.”

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Billing missed days

To bill a child for days that were never invoiced, open the unbilled sessions report on the Invoices page and click Create invoice next to the child. The Add Invoice sheet opens with the child and their missing dates already filled in.

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Billing a day after a non-chargeable absence

Sometimes a parent books an absence, you authorise it as non-chargeable, the invoice goes out with that day at £0.00, and then the child attends after all. To charge for the day:
Add Invoice preview showing the day inside a non-chargeable absence as a £0.00 line marked "absence, not charged"
  1. Open the absence from the child’s Attendance tab or the register and click Delete. The child was not absent, so the record should go.
  2. On the Children page, select the child, choose Add Invoice from the bulk actions and enter the same period dates as the original invoice.
  3. Check the preview. Days already charged on the earlier invoice are skipped, so the new invoice holds only the attended day. Create and send it as usual.
Add Invoice preview for the same period after the absence was deleted, containing only the attended day
Do not add a one-off session for the day. Once the absence is deleted the child’s regular session is billed, and a one-off on the same day would charge it twice. If you already added one, delete it before creating the invoice.
If you would rather keep the absence on the calendar, open it instead and turn off Non-chargeable (or switch the session off in Items not to charge for). The next invoice for the period then bills the day in the same way.

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Bulk Invoice Batching

When creating invoices for more than 20 children at once, the system automatically splits them into batches of 20. This ensures reliable processing and gives you a chance to review each group.
  • The dialog header shows your progress (e.g. Showing 1–20 of 45).
  • After each batch is created successfully, the next batch of children loads automatically.
  • The period dates, invoice date, and due date are locked after the first batch completes to keep all invoices consistent.
  • You can remove individual children from the current batch if needed before creating.
If you select fewer than 20 children, invoices are created in a single step with no batching.

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Editing Invoices After Creation

After an invoice is created, you can edit additional items before sending. Click Edit from the actions menu on any invoice with a Created status. Once an invoice has been sent, it can no longer be edited directly — see Regenerating Invoices if you need to rebuild line items.