How-To Video
What is Invoicing?
Nursery Story’s invoicing feature helps you automatically generate and send professional invoices by combining:
Attendance data
Bookings
Extras
🧠 Exclusively for Growth Tier users
On Essentials and want to upgrade? Visit our website to learn how.
Who is this for?
Nursery Owners / Directors – Monitor revenue with clarity
Operations Managers – Streamline admin tasks
Admins – Handle bookings and payments
Practitioners – Keep records accurate
Parents – Receive clear, timely invoices in their Parent App
Before You Start
Make sure you’ve completed your initial setup:
Where to Find Invoicing
Navigate to:
Finance > Invoicing
This is your Invoicing Dashboard.
Invoicing Dashboard Overview
1. Actions
You’ll see these buttons once you select a child (or children):
Add Bookings – available only when one child is selected
Generate Invoices – available when one or more children are selected
2. Monetary Totals
These update based on the selected date range and include:
Total Due (after funding & discount deductions)
Total Sessions
Total Extras
Total Fundings
Total Discounts
ℹ️ Totals apply to all children matching the filter, even if you only see 15 on your current page.
3. Filters
Room filter
Name search
Date range – Most important!
Default: current month
Can select any date range
🗓️ The date range controls what’s included in your invoice.
4. Attendance & Bookings Table
Each row shows a child with uninvoiced bookings for the selected period:
Name & age
Sessions, Extras, Funding, Discounts
Total Amount
Preview – to check a breakdown of what’s included and who the bill payer is
5. Page Navigation
Default: Sorted by First Name
Show: 10 children per page (can adjust to 5 or 15)
✅ Only children visible on the current page are selected when clicking “Select All”.
Before you start: Why the Date Range Is Key
Before you start, check the date range at the top of the Invoicing ✨ tab.
This range decides:
✅ Which sessions and extras are included
✅ What totals are calculated
✅ What parents will actually be invoiced
📌 If it’s wrong, the invoice could miss things or charge for the wrong dates.
Double-check the date before anything else.
To generate & Send invoices
Select children to invoice
Click Generate Invoices
Complete the invoice modal:
Invoice Name (e.g., “July 2025”)
Created Date (defaults to today)
Due Date (choose from dropdown)
Click Generate & Send
✔️ What happens:
Invoices are created and sent to the bill payer instantly
The bill payer assigned will see the new invoice in their Parent App → Invoices Outstanding
Your screen updates: invoiced children disappear from the dashboard and move to the Tracking tab
✔️ What Parents See
In the Parent App, parents get:
A clear, itemised invoice
Breakdown of sessions, extras, discounts, and funding
Payment due date and instructions
A Mark as Paid option - when clicked, your team is notified
✔️ Each invoice is based on:
Bookings in the child’s Booking Plan (Plan + Adhoc)
Deductions in the child's Booking Plan (Funding + Discounts)
Selected date range
Current bill payer listed (check via Preview before sending)
If You Need to Correct an Invoice
Mistake? No worries.
Go to Tracking tab
Click the three dots (⋮) next to the child
Select Void Invoice
What happens next:
Invoice disappears from Parent App
Bookings return to “uninvoiced” status
You’ll see them again on the Invoicing page
Invoiced tick is removed from the Booking Plans calendar
📩 Tip: Let parents know if you voided an invoice they might have already seen.
📍 What’s Next?
Now that you know the layout, explore how to:
Manage Invoicesore about how to effectively use the Download Invoice in our article, Downloading an Invoice.
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: