Once you've created booking plans, added ad hoc sessions, applied extras, and logged any absences - you're ready to generate invoices. This guide walks you through it, with an important tip:
Your date range controls everything.
Why the Date Range Is Key
Before you start, check the date range at the top of the Invoicing ✨ tab.
This range decides:
✅ Which sessions and extras are included
✅ What totals are calculated
✅ What parents will actually be invoiced
📌 If it’s wrong, the invoice could miss things or charge for the wrong dates.
Double-check the date before anything else.
Step 1: Go to Finance > Invoicing ✨
This is your new invoicing hub (replaces the old invoices section).
You’ll see:
A date selector at the top (check this!)
Two key buttons:
➕ Add Bookings (only works when one child is selected)
📤 Generate InvoicesSummary totals (sessions, extras, funding, discounts)
A list of children with uninvoiced bookings in your selected range
Step 2: Use Filters to Find What You Need
Use filters to narrow down who or what you want to invoice:
Search by child name
Filter by room
Adjust the date range (default is the current month)
📌 Again: The date range controls what is shown — make sure it’s correct.
Step 3: Preview Each Child’s Invoice
Click Preview next to any child to see:
Sessions and extras listed by date
Applied funding or discounts
Total charge for the period
Use this to double-check everything looks right — especially if you've made recent changes.
Step 4: Select Children & Click "Generate Invoices"
You can:
Select a single child
Select a few
Or bulk select all on the page
Then click Generate Invoices.
Step 5: Add Invoice Details
In the popup:
Add an Invoice Name (e.g. “August Fees”)
Set the Issue Date (defaults to today)
Choose a Due Date for payment
When ready, click Generate & Send.
Step 6: What Happens Next
Invoices are sent to parents via the Parent App
The child disappears from the Invoicing ✨ tab
You’ll find them in the Tracking ✨ tab to monitor payments
Step 7: What Parents See
In the Parent App, parents get:
A clear, itemised invoice
Breakdown of sessions, extras, discounts, and funding
Payment due date and instructions
A Mark as Paid option — when clicked, your team is notified
💡 Coming early August 2025: Parents will also be able to mark partial payments — helpful if they pay in instalments.