View Invoices in Pigeonhole
Once invoices have been sent to you by email, you can also view them from the invoices list page. This is accessed by clicking on the ‘My Invoices’ link in the main navigation.
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.
- Status: The current status of the invoice (see below for details).
You can also view the invoice PDF by clicking on the book icon next to each invoice.
Invoice Statuses
Each invoice has one of three possible statuses:
- Sent: The invoice has been sent via email and is awaiting payment.
- 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.
The status of overdue invoices is shown in red. Outstanding amounts are displayed below the total invoice amount in red text for unpaid or partially paid invoices.
Payment Records
Pigeonhole now 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 outstanding balances.
If your nursery uses accountancy integration (such as Xero or QuickBooks), payments will be automatically created in Pigeonhole when they are recorded in your accounting system. This ensures payment records stay synchronized across both platforms.
For invoices that have received payments, you can view detailed payment records to track all payments made against each invoice.
Viewing Payment History
To view payment records for an invoice:
- Navigate to the My Invoices page
- Find the invoice you want to view payments for
- Click “View Payments” in the actions menu (three dots) next to the invoice
- This opens a dialog showing all payments made against this invoice
Payment Information Display
The payment records show the following details for each payment:
- Date: When the payment was made
- Amount: How much was paid
- Notes: Any additional information about the payment
- Running Balance: Shows how much remains outstanding after each payment
Payment Summary
At the bottom of the payment dialog, you’ll see:
- Invoice Total: The original invoice amount
- Total Payments: Sum of all payments made
- Remaining Balance: Amount still outstanding (if any)
Downloading Payment Receipts
For invoices with payment records, you can download a comprehensive payment receipt:
- Open the payment records dialog for an invoice
- Click the “Download Receipt” button
- A PDF receipt will be generated and downloaded to your device
The payment receipt includes:
- Invoice details and reference number
- Complete payment history with dates and amounts
- Running balance calculations
- Total payments summary
This receipt serves as proof of all payments made and can be used for your own record-keeping or accounting purposes.