Manage payments quickly and confidently — with invoices that pull directly from your bookings, attendance and extras.
How-To Video
What is Tracking?
The Tracking Hub lets you monitor all sent invoices, confirm payments, download invoice data, and manage invoice statuses — all in one place.
Where to Find It
Navigate to:
Finance > Invoicing > Tracking
1. Actions (Available When You Select One or More Rows)
When you select one or more invoices in the tracking dashboard, these actions become available:
Approve Payment
Appears when you've selected at least one invoice with the status “Paid Approval”.
This lets you confirm that the payment has been received and officially mark the invoice as paid.Change Statuses
Appears when you’ve selected multiple invoices.
This allows you to bulk update the status of all selected invoices in one go — helpful for marking multiple as paid, overdue, etc.Download Invoices
Available when you select at least one invoice.
You’ll be able to download the selected invoices either as a PDF or a CSV, depending on your needs (and compatible with tools like Sage, QuickBooks, or Xero).
2. Invoice Totals Summary
At the top of the tracking hub, you’ll see invoice counts grouped by:
Total Invoices
Invoices Awaiting Paid Approval
Sent Invoices
Overdue Invoices
This gives you a quick snapshot of outstanding work and progress.
3. Filters
To help you find specific invoices, you can filter the view by:
Child’s Name
Academic Year
Invoice Status (e.g., sent, paid, overdue)
These filters make it easy to navigate even large volumes of invoices.
4. Invoice Table (Main List)
Each row in the invoice table represents one invoice for a child. If a child has multiple outstanding invoices, they will appear on multiple rows.
For each invoice, you’ll see:
Child’s Name & Age
Invoice Total
Due Date
Current Status (e.g. Sent, Paid Approval, Paid)
A Preview button to view the full invoice PDF
A 3-dot menu for additional actions (explained below)
5. Page Navigation
By default, invoices are sorted by first name.
You can display 5, 10, or 15 invoices per page.
The number of pages and total number of invoices is shown at the bottom.
🧾 Invoice Actions: The 3-Dot Menu (Per Invoice Row)
Clicking the three dots on any invoice row will reveal these options:
Download Invoice
Instantly download the invoice as a PDF or CSV from here.Mark as Paid
Use this if a parent has marked an invoice as paid in their Parent App and you've confirmed the funds have been received. This updates the status to "Paid" and moves it to the invoice history in the child’s profile.Void Invoice
If you've made a mistake (e.g., incorrect session, extras, or bill payer), you can void the invoice. This will:Remove it from the Parent App
Return the sessions/extras to an uninvoiced state
Remove the “invoiced” tick from the Booking Plans calendar in the child’s profile
💾 Downloading Invoices (PDF or CSV)
When you click Download Invoices, a pop-up will ask:
What title to give the file
Whether you’d like the format to be PDF or CSV
📎 CSV Download Tip:
CSV files can be formatted specifically for upload into popular accounting platforms like Sage, QuickBooks, and Xero. Just choose the accounting format you need before downloading.
You can download for one invoice or bulk-download multiple at once.
✅ When Parents Mark Invoices as Paid
Parents can mark invoices as paid directly from their Parent App.
When they do, the invoice status changes to "Paid Approval."
You’ll need to review and confirm the payment:
Either use the Approve Payment button at the top (after selecting the invoice),
Or use the Mark as Paid option from the 3-dot menu on the invoice row.
Once confirmed, the invoice moves to the child’s invoice history tab, where all previous invoices are stored.
What's Next?
This article has introduced you to the basic navigation of our Invoicing page, learn more about how to use Nursery Story's invoicing feature in the following articles: