Invoices Overview

[For Admins + Billing Only Role] Learn what's included on invoices and how to manage them

Heather P avatar
Written by Heather P
Updated this week

Invoices can be generated for recurring charges in billing plans and for one-time charges, including attendance charges and late payment fees.

Invoices are sent to payers — they serve as a request for payment for the charges they are being billed for. Invoices can be viewed by admins and by payers in the student account.

Invoices & Statements

Invoices and statements are different, and serve different purposes:

  • Invoices are bills that go out requesting payment from payers for specific charges/services that were provided. When a payer pays the invoice, they pay the charges within it. It then serves as a source of record that those specific charges have been paid. Invoices go out in accordance with the Bill Plan and/or any time a one-off charge is processed.

  • Statements are simply the status of a student account at a point in time. Statements are generated monthly and sent out to payers on the first of every month. They include all transactions (invoices/charges, payments, and credits) that occurred between the first and last date of the prior month, as well as the month's previous balance and ending account balance for the month.

Invoice Information

Each invoice will display the following fields:

  • Invoice Number

  • School/Program Information: Name, Address, EIN

  • Invoice Details:

    • Invoice date

    • Dates of service (if specified when creating a billing plan)

    • Assigned payer (defaults to the primary payer if not assigned)

    • Due date

    • Current amount due

  • Charge Information: type, description, notes, the charge amount

  • Payment Information: payment method, payer & pay date, notes, payment amount (once payment has been made against an invoice)

  • Notes: optional notes that the payer can see

Invoice Statuses

Posted invoices can have one of the following statuses:

  • Unpaid: no payment has been made

  • Partially Paid: payment has been made for part of the total amount due

  • Paid: the invoice has been paid in full

Administrator Actions

Admins can adjust invoices, and record payments toward invoices. The actions depend on whether the invoice was posted (received by payers) or if it has not yet been posted. Admins can also attribute credits and payments directly to posted invoices. Admins also have the ability to split invoice charges across payers upon creation of the charge or when setting up or adjusting the billing plan. If they do not split the charges across payers the assigned payer will default to the primary payer.

🚩 Invoices cannot be increased or split across multiple payers after they have been posted. If you need to increase or split a posted invoice, we recommend that you void the invoice and issue a one-time charge with the necessary corrections.

Payer Actions

Payers can print or pay an invoice. Payments can be made to a specific invoice, making it clear exactly what the payer's payment went towards.

Please Note: Payers can see invoices that are not assigned to them and make payments on invoices that are not assigned to them. However, invoices not assigned to them will not show up in their current balance and will not be included in any Autopay payments.

Did this answer your question?