Before you begin
Before invoicing will work, a few quick bits need setting up. If you haven’t done these yet, use the guides below:
Setting up Bookings and Finance
Creating a Session
Creating Extras
Create your Invoicing Layout
Add a Funding Grant
No need to do this every time - just once, then you’re set.
Invoicing home screen
The home screen is your control centre for day‑to‑day invoicing. From here you can review totals, filter by year/room/status, generate invoices, update statuses, and export.
What’s on the page
Attendance & Invoicing table - your live overview (explained below)
Filters - find exactly what you need fast
Actions - manage invoices without leaving the page
Page navigation - move through large result sets quickly
Attendance & Invoicing table
This table is split into three sections that work together:
1) Children Overview
A per‑child summary of Attendance, Extras, Funding, Payments, and Outstanding amounts within your selected filters (most people view the current academic year).
Columns
Child (Details) — Profile image, full name, age in months.
Total Attendance — Value of all attendance items in the filtered period. Includes booked (future) and invoiced (past).
Total Extras — Value of all extras in the filtered period. Includes booked (future) and invoiced (past).
Funding — Total funding deductions applied on generated invoices.
Payments — Cumulative total of paid invoices.
Outstanding — Cumulative total of unpaid invoices.
Next Due Date — The next expected payment due date.
Account Status — Live status based on recent invoices (e.g., Draft, Sent, Overdue, Paid).
Click a child’s name to open their profile for full booking and invoice history.
2) Child’s Bookings
Shows bookings that are not yet invoiced, grouped by:
Attendance
Extras
Use this to estimate future charges. When you generate an invoice, those items are deducted from these totals.
3) Child’s Invoices
Lists all invoices for each child that match your filters. You can invoice as:
One‑off — a single invoice for selected items.
Monthly plan — a scheduled series of invoices.
See Generating an Invoice for step‑by‑step instructions.
Filters
Whether you manage a few children or a few hundred, filters make it easy to find the right records:
Search by child name — Jump straight to a specific child.
Academic year — Defaults to the current academic year (based on today’s date). Switch to past or future years anytime.
Room — Narrow your results by room (default: All Rooms).
Invoice status — Focus on invoices by status: Draft, Sent, Overdue, Paid, Refunded, Void.
Actions
Do most tasks in one place:
Update Invoice Status
Change statuses as you work through the flow:
Draft — New invoices start here.
Sent — You’ve shared the invoice with parents & carers.
Overdue — The due date has passed without payment.
Paid — Payment received and confirmed.
Refunded — A previously paid invoice has been refunded.
Void — Invoice is no longer required.
Note: Some states may update automatically and can’t be set manually.
Action menu
View Invoice — Open the selected invoice.
Generate Invoice — Create invoices for one or many children at once.
Add Bookings — Add last‑minute bookings from the invoicing page (opens the bookings calendar).
Download
Export invoices for sharing or accounting:
Download one or many invoices
PDF — Share with parents
CSV — Export data for your accounts
Page navigation
For large lists, use the pagination controls at the bottom to move between pages. Your filters and selections will persist as you navigate.
Invoices generated for a child will be stored within the Childs Invoices table. Only invoices that meet the filter criteria will be visible.
Invoices can be communicated either as one-offs or as a monthly plan, you can learn more about that by Generating an Invoice
One-Off
Monthly
Filters
Whether you have only a few children or a few hundred profiles, quickly manage your invoicing table through the use of our simple filters:
*1. Search child by name*
Quickly navigate to an exact child by searching for them by name. great for if you are looking to quickly jump into individual children’s invoicing data.
2. Filter by Academic Year
Invoicing is presented by academic year. By default, the current academic year will be selected based on today’s date, but you can update this at any time to move to past or future years.
3. Filter by Room
Narrow your search by simply selecting the room that you wish to manage. By default, ‘All Rooms’ is selected
4. Filter by Invoice Status
Quickly pull up invoices by their status for quick management. Invoices status’ available are:
Draft
Sent
Overdue
Paid
Refunded
Void
Actions
This is where you will manage your invoicing, generate your invoices, update invoice status’ and download invoices ready to share with parents.
Update Invoice Status
Action Menu
Download Invoice
1. Update Invoice Status
You will learn all about Invoicing in a later article when we get onto managing an Invoice, but for now, it is important to know that Invoices are updated manually by updating their status as you work through the workflow.
The available status’ are:
Draft – New Invoices will always be created as a draft
Sent – An invoice that has been sent out to parents & carers
Overdue – An invoice that’s due date has elapsed
Paid – An invoice that has had a payment received and confirmed
Refunded – Any Paid invoice that has had to be refunded
Void – No longer require an invoice? Simply void it
Some states are automatic and therefore can not be manually selected. You will therefore only be able to mark invoices as:
2. Action Menu
Perform your invoicing tasks using the Action Menu.
Here you can:
View Invoice – With an invoice selected, View Invoice will open the invoice
Generate Invoice – Generate individual or invoices on mass by selecting 1 or more children
Add Bookings – Require a last-minute addition to children’s bookings. Launch a bookings calendar straight from your invoicing page
3. Download Invoice
Perform your invoicing tasks using the Action Menu.
Here you can:
Download 1 or bulk Invoice(s)
Download as PDF – Download an invoice to share with parents
Download as CSV – Export data for accounting
