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.

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.

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).

Invoice Statuses

Each invoice has one of three possible 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.
• Paid: The invoice has been marked as paid and is considered complete.

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)

Individual Invoice Actions

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

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

For “Sent” Status Invoices:

• Send Reminder: Email a payment reminder to the bill payers
• Mark As Paid: Mark the invoice as paid (for manual payment tracking)
• Delete: Remove the invoice (with confirmation)
• View PDF: Preview or download the invoice PDF

For “Paid” Status Invoices:

• View PDF: Preview or download the invoice PDF

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