How-To Video

Introduction

Understanding how to effectively manage your invoices from within Nursery Story's invoicing function is key to getting the best out of your finances to streamline how you process your finances each month and communicate effectively with parents and carers when it comes to the all-important Billing.

What is required before I can start managing invoices?

You will need to have run through the rest of our Invoicing functions before being able to effectively manage invoices for your Early Years setting:

Managing your Invoicing

By now, you will understand our Invoicing page well and understand:

Attendance and invoicing table
Filters
Actions
Page Navigation

It is important to have a good grasp of each of these items as we will be using all of the above to manage our invoices.

Account Status

Firstly, what are these?

Account status is the status you will find on the child overview line within the attendance and invoicing table

Account Status	*The Status of a child based on Bookings & Invoicing*
Not visible	Children on the Waiting List (No main room assigned) will not be visible on the invoicing table.
	A child with a Main Room assigned but no bookings available
	A child with Children Bookings available for invoicing for the first time. This can be one or both of Attendance OR Extras
	A child that has previously been invoiced and has Bookings waiting to be billed
	A child that has an invoice in draft with no additional bookings available
	A child that has multiple invoices generated that are all in Sent status
	A child with an invoice that has passed its due date and is now overdue will be flagged as Overdue
	When a child has paid for all available bookings

Invoice Status

Invoice status is the status you will find on the individual line for each and every invoice within the attendance and invoicing table

Invoice Status	*The status of each invoice*
	A newly generated invoice will always start as a Draft
	An invoice that has been marked as Sent when sent to parents and carers and is still within the set Due Date
	An Invoice that has been marked as Sent but the Due Date has elapsed
	When an invoice has been paid and you have marked it as Paid
	There are many reasons why you may wish to void an invoice, whether you wish to make last-minute additions to attendance, or an error has been made
	If a parent has had to be refunded for a payment, then you can mark an invoice as Refunded. Only full refunds are available

Updating an Invoice Status

In order to successfully manage your invoicing, you will need to learn how to manually move your invoices through the various stages. We have built a smart system to help assist you and with that, you will only be able to move Invoices into the status' that are available to you.

To update an Invoice status, first you must select an Invoice before navigating to the Update Status action in the top right corner.

From	To
Draft	Sent Paid Void
Sent	Overdue (Automatic based on Due Date) Paid Void
Overdue	Paid Void
Paid	Refunded Void
Void	N/A
Refunded	N/A

Hints: We recommend that you familiarise yourself with this flow using a test child account with false bookings in order to gain confidence in this process and how to move invoices through the different stages

What's Next?

This article has introduced you to how to manage your invoices, learn more about how to use Nursery Story's invoicing feature in the following articles:

We hope you found this article informative. We welcome any questions you might have so please feel free to reach out to us via the Intercom OR email us at support@nurserystory.co.uk if you have any further questions