What is the Tracking Hub?
The Tracking hub lets you monitor all sent invoices, confirm/approve payments, bulk-update statuses, and download invoice data (PDF/CSV) for your records or accounting tools.
Path: Finance → Invoicing → Tracking
1) Actions (appear when you select one or more invoices)
Approve Payment
Visible when selected invoices are in Paid Approval. Confirms funds received and marks as Paid.Change Statuses (bulk)
Update the status of multiple invoices at once (e.g., Sent → Paid, Sent → Overdue).Download Invoices
Export selected invoices as PDF or CSV (compatible with Sage, QuickBooks, Xero—see tip below).
2) Invoice Totals Summary (at the top)
Quick snapshot of counts:
Total Invoices
Invoices Awaiting Paid Approval
Sent Invoices
Overdue Invoices
3) Filters
Find invoices fast by:
Child’s Name
Academic Year
Invoice Status (e.g., Sent, Paid Approval, Paid, Overdue)
4) Invoice Table (main list)
Each row = one invoice for a child (children with multiple invoices will have multiple rows).
You’ll see:
Child’s Name & Age
Invoice Total
Due Date
Status (Sent, Paid Approval, Paid, etc.)
Preview (open the PDF)
⋯ menu (row actions—see below)
5) Page Navigation
Default sort: First name
Show 5, 10, or 15 invoices per page
Page count and total invoices shown at the bottom
Row actions: the ⋯ menu (per invoice)
Download Invoice – PDF or CSV
Mark as Paid – Use after you’ve confirmed funds have cleared (moves the invoice to the child’s invoice history)
Void Invoice – Removes from Parent App and reverts items to uninvoiced
Sessions/extras return to Uninvoiced
“Invoiced” tick is removed from the child’s Booking Plans calendar
Use if details (session, extras, bill payer) were incorrect
Downloading (PDF or CSV)
When you click Download Invoices, choose:
File title
Format: PDF (share/print) or CSV (analysis/accounting)
CSV tip: Choose the CSV format tailored for Sage, QuickBooks, or Xero before downloading for smoother import.
You can download single or multiple invoices at once.
When parents mark invoices as paid
Parents can mark invoices as paid in the Parent App.
This sets the invoice status to Paid Approval.
To confirm:
Select the invoice and click Approve Payment, or
Open the ⋯ menu on the invoice row and choose Mark as Paid.
Once confirmed, the invoice moves to the child’s Invoice History tab.