Before you begin (one-time setup)
Make sure these are set up first:
Bookings & Finance (overall invoicing settings)
Sessions (your chargeable time blocks)
Extras (ad-hoc items like meals, trips)
Invoicing layout (how your invoice looks)
Funding grants (if you claim funded hours)
You only do this once. After that, you’re ready to invoice.
Invoicing home screen
This is your control centre for day-to-day invoicing. Review totals, filter by year/room/status, generate invoices, update statuses, and export - all from one page.
What’s on the page
Attendance & Invoicing table - your live overview (explained below)
Filters - find exactly what you need fast
Actions - generate, update, view, or export invoices
Page navigation - move through long lists
Attendance & Invoicing table (3 parts)
1) Children overview
A per-child summary within your selected filters (most people use the current academic year).
Columns
Child (details) - name, age (months)
Total attendance - value of all attendance items in the filtered period (booked + invoiced)
Total extras - value of extras in the filtered period (booked + invoiced)
Funding - total funding deductions on generated invoices
Payments - total paid
Outstanding - total unpaid
Next due date - next expected payment date
Account status - Draft, Sent, Overdue, Paid
Click a child’s name to open their profile (full booking and invoice history).
2) Child’s bookings (not yet invoiced)
Shows attendance and extras that are booked but not yet on an invoice - useful to estimate upcoming charges.
When you generate an invoice, those items are deducted from this total.
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 (e.g., one per month)
See Generating an Invoice for step-by-step instructions.
Filters
Use filters to focus on exactly what you need:
Search by child name - jump straight to one child
Academic year - defaults to current year; switch to past/future
Room - narrow by room (default: All Rooms)
Invoice status - Draft, Sent, Overdue, Paid, Refunded, Void
Actions
Do most tasks without leaving the page.
Update invoice status
Move invoices through the flow:
Draft - new invoices start here
Sent - you’ve shared the invoice with parents/carers
Overdue - due date has passed without payment
Paid - payment received and confirmed
Refunded - a previously paid invoice has been refunded
Void - invoice no longer required
Some states may update automatically and can’t be set manually.
Action menu
View invoice - open the selected invoice
Generate invoice - create one-off or bulk invoices for one or many children
Add bookings - add last-minute bookings from the invoicing page (opens bookings)
Download / Export
PDF - share with parents
CSV - export data for accounting
Download one or many invoices at once.
Page navigation
For long lists, use the controls at the bottom to move between pages. Your filters and selections stay in place as you navigate.
Notes & good practice
Invoices generated for a child appear in the Child’s invoices section; only those matching your filters are visible.
You can invoice as one-offs or via a monthly plan.
After changing sessions/extras/funding rules, check any draft invoices before sending.
FAQs
Do I have to re-enter bookings when I invoice?
No. Invoicing pulls from booked attendance and extras. You just generate and review.
Can I charge different rates in term time vs holidays?
Yes — use Sessions (and pricing rules) and your Attendance Calendar labels for planning. Remember: Closed days actually stop bookings; term/holiday blocks are labels.
What if a family needs a one-off invoice?
Use Generate invoice → select the child → pick the date range/items → create a one-off.
Can I export everything for my accountant?
Yes — use CSV export with your filters (e.g., by academic year, status, room).
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:
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
