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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. Edit Extra Charge

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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.
  • 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.

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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.

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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.

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Viewing Payment History

To view payment records for an invoice:
  1. Navigate to the My Invoices page
  2. Find the invoice you want to view payments for
  3. Click “View Payments” in the actions menu (three dots) next to the invoice
  4. This opens a dialog showing all payments made against this invoice
View Invoice Payments

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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
View Invoice Payments

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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)

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Downloading Payment Receipts

For invoices with payment records, you can download a comprehensive payment receipt:
  1. Open the payment records dialog for an invoice
  2. Click the “Download Receipt” button
  3. 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.

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Frequently Asked Questions

You can only view invoices that have been sent to you by the nursery. Invoices in ‘Created’ status (not yet sent) won’t appear in your portal. Contact your nursery if you’re expecting an invoice that isn’t showing.
Part Paid means you’ve made some payments towards the invoice but there’s still an outstanding balance. Paid means the invoice has been fully settled. Outstanding amounts are shown in red text below the invoice total.
Pigeonhole shows your payment records for transparency, but payments are typically processed through your nursery’s preferred payment methods (bank transfer, card payments, etc.). Contact your nursery for their payment procedures.
If your nursery uses accounting software integration (like Xero or QuickBooks), payments are automatically synced from their accounting system. This might include payments made by other family members or automatic payments you’ve set up.
Yes, use the ‘Download Receipt’ button in the payment dialog to get a comprehensive PDF receipt showing all payments made against an invoice, including dates, amounts, and running balances.
Overdue invoices appear with a red status indicator. You should contact your nursery immediately to arrange payment or discuss payment plans. Late payments may affect your child’s place at the nursery.
Payment details are only available for invoices that have received payments. Unpaid invoices won’t have a payment history to display. You can still view the invoice PDF by clicking the book icon.
Yes, all payment records are retained. You can view payment history for any invoice regardless of age, as long as it appears in your invoice list.
Payment receipts include the invoice details, complete payment history with dates and amounts, running balance calculations after each payment, and total payments summary. This serves as comprehensive proof of payment.
If your nursery has integrated their accounting software with Pigeonhole, payments recorded in their accounting system will automatically appear in your payment history. This ensures accuracy and reduces manual data entry errors.