Invoices can be generated for recurring charges in billing plans and for one-time charges, including attendance charges and late payment fees.
Invoices are sent to payers — they serve as a request for payment for the charges they are being billed for. Invoices can be viewed by admins and by payers in the student account.
Invoices & Statements
Invoices and statements are different, and serve different purposes:
Invoices are bills that go out requesting payment from payers for specific charges/services that were provided. When a payer pays the invoice, they pay the charges within it. It then serves as a source of record that those specific charges have been paid. Invoices go out in accordance with the Bill Plan and/or any time a one-off charge is processed.
Statements are simply the status of a student account at a point in time. Statements are generated monthly and sent out to payers on the first of every month. They include all transactions (invoices/charges, payments, and credits) that occurred between the first and last date of the prior month, as well as the month's previous balance and ending account balance for the month.
Invoice Information
Each invoice will display the following fields:
Invoice Number
School/Program Information: Name, Address, EIN
Invoice Details:
Invoice date
Dates of service (if specified when creating a billing plan)
Assigned payer (defaults to the primary payer if not assigned)
Due date
Current amount due
Charge Information: type, description, notes, the charge amount
Payment Information: payment method, payer & pay date, notes, payment amount (once payment has been made against an invoice)
Notes: optional notes that the payer can see
Invoice Statuses
Posted invoices can have one of the following statuses:
Unpaid: no payment has been made
Partially Paid: payment has been made for part of the total amount due
Paid: the invoice has been paid in full
Administrator Actions
Admins can adjust invoices, and record payments toward invoices. The actions depend on whether the invoice was posted (received by payers) or if it has not yet been posted. Admins can also attribute credits and payments directly to posted invoices. Admins also have the ability to split invoice charges across payers upon creation of the charge or when setting up or adjusting the billing plan. If they do not split the charges across payers the assigned payer will default to the primary payer.
Payer Actions
Payers can print or pay an invoice. Payments can be made to a specific invoice, making it clear exactly what the payer's payment went towards.
Please Note: Payers can see invoices that are not assigned to them and make payments on invoices that are not assigned to them. However, invoices not assigned to them will not show up in their current balance and will not be included in any Autopay payments.