Before you start
Make sure you’re comfortable with:
Generating an invoice
Viewing an invoice
Adding funding to an invoice
Downloading an invoice
Path to manage invoices: Finance → Invoicing (use Finance → Invoicing → Tracking for bulk actions).
What you’ll use on the Invoicing page
Attendance & Invoicing table – child rows + invoice rows
Filters – narrow by status, child, academic year
Actions – send, change status, download, void, etc.
Page navigation – choose 5/10/15 rows per page; sort and search
Account Status (child-level)
Shown on the child’s overview row in the Attendance & Invoicing table—helps you see where each account stands:
Not visible – child on Waiting List (no main room)
No bookings – child has a main room but no bookings
Ready to invoice (first time) – bookings available to bill (attendance and/or extras)
Bookings waiting to be billed – child invoiced before; new items now ready
Draft only – invoice in Draft and no additional bookings pending
All invoices sent – multiple invoices exist and are Sent
Overdue – one or more invoices have passed their Due Date
Paid up – all available bookings are paid
Invoice Status (invoice-level)
Shown on each invoice row:
Draft – newly generated; not sent
Sent – sent to parent/carer; within due date
Overdue – sent but past Due Date (auto-applies when due date elapses)
Paid – payment confirmed
Void – cancelled (sessions/extras revert to uninvoiced; removed from Parent App)
Refunded – payment reversed (full refunds only)
Updating an invoice status
Select one or more invoices.
Click Update Status (top-right) or use the ⋯ menu on a row.
Choose the next valid status (the app only shows allowed moves).
Allowed moves
Draft → Sent / Paid / Void
Sent → Overdue (automatic when due date passes) / Paid / Void
Overdue → Paid / Void
Paid → Refunded
Void → no further transitions
Refunded → no further transitions
Tip: Need to update many at once? Use Finance → Invoicing → Tracking to bulk change statuses or bulk download.
Practical tips
Use Filters (e.g., Overdue) to prioritise chasing.
Confirm funds before marking Paid (especially if parents tap “Mark as paid” in the Parent App; you’ll see Paid Approval in Tracking).
If details were wrong (session/extras/bill payer), Void the invoice, correct the data, then regenerate.
Add Funding from the invoice’s Reductions section before sending.
Troubleshooting
Can’t move to a status? The transition may not be allowed from the current state.
Totals look off? Check bookings, funding grants, and reductions on the invoice.
Parent can’t see an invoice? Ensure it’s Sent (not Draft/Voided).