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Before sending invoices, configure your invoice settings under Settings > Invoicing.

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Invoice Reply Email

If you want parents to be able to reply directly to invoice and reminder emails, enter an address in the Invoice Reply Email field. When set, parent replies go to this address instead of the default no-reply sender. Leave this blank if you don’t need a dedicated reply address.

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Other Invoice Settings

  • Invoice Footer: Text that appears at the bottom of every invoice PDF.
  • Invoice Top Up Text: Label used for the top-up charge above any funded amount (default: “Voluntary Contribution”).
  • Payment Due Days: How many days after the invoice date that payment is due (default: 28 days).
  • Automated Billing: Configure an invoice cadence (Monthly, Half Termly, or Termly) to have invoices created automatically.
  • Invoice Trigger: Choose whether automated billing runs on its schedule (Automatic) or only when you press Run Billing yourself (Manual). See Running Billing Manually.
  • Create £0 Invoices: Whether children with nothing to pay for the period still get an invoice. See Zero-Value Invoices below.

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Zero-Value Invoices

Some children have nothing to pay for a period, for example a fully funded child, a child with no chargeable days, or a month made up entirely of non-chargeable absences. Create £0 Invoices decides what billing does with them.
The Invoice Automation card with the Create £0 Invoices switch turned on
  • Off (the default): children whose invoice would come to £0 are skipped. No invoice is created, and the result message tells you how many were skipped, for example “Created 24 invoices successfully. Skipped 3 with nothing to bill.”
  • On: a £0 invoice is created for them, so every child gets an invoice for every period. This is useful if parents expect a monthly statement even when funding covers everything, or if your accountant wants an invoice for every child in Xero or QuickBooks.
The setting applies to every way of creating standard invoices: automated billing, Run Billing, and the Add Invoice sheet, whether for one child or many. It is a site-wide setting and can’t be changed per child. Click Save after changing it. Things to know about £0 invoices:
  • Registration credit doesn’t count as £0. An invoice that is brought down to £0 by a child’s registration credit is always created, so the credit is used up properly, whatever this setting says.
  • Sending: a £0 invoice can be sent to parents like any other. When it is sent it is marked Paid straight away, and it never gets a payment reminder.
  • Xero and QuickBooks: £0 invoices sync to your accounting software like any other invoice, with a single £0 line.
  • Unbilled sessions report: when the setting is off, days that cost the parent nothing are left out of the unbilled sessions report. When it is on, they count as unbilled until they are invoiced.
Open in app: Settings → Invoicing.
To manage discounts, see Discounts.
To customise the email body sent with invoices and reminders, see Customising Email Templates.