Follow the steps given below to create an invoice:
On the Web
1. Navigate to the Billing menu on the left panel of the screen.
2. On the "All Invoices" screen, click the Add Invoice option.
On the Create Invoice page, click on the search bar under Student/Lead and type out the student’s name. (You can also add a new student by clicking on the "Quick Add Student" button and entering their first and last name, email, and phone number. Then click "save" to add the student to the list)
The Invoice number is auto-populated in a sequential format.
Click on the Calendar icon to select the invoice Issue date. Additionally, specify the Due Date by which the invoice must be paid.
You can issue the invoice to a specific staff member under the Invoiced by drop-down.
3. Click on the Add Item option and search for the class/package or product you wish to invoice. Add as many items as you wish to your invoice by clicking on Add item.
Edit the Quantity and Price as needed.
Add the Validity of the class by clicking on the calendar icon. If you've already configured a validity for a package, this will auto-populate. (Validity is calculated from the date of invoice creation)
Add a Description (optional) that includes more details about the class.
You can add a discount by clicking on the 'Add discount' button. Discounts can be in the form of a percentage, or fixed amount. Simply select the desired option from the drop-down menu. (You can always change the discounting options from the billing settings, either 'at line-item level' or 'at sub-total level.')
💡 Tax is no longer added manually on the invoice. Each line item pulls in whatever tax is attached to that subject, product, registration fee, or location. You'll see the tax breakdown per item as you add it to the invoice.
Click on the bin icon to remove the tax if it doesn't apply, or click +Add tax to attach additional ones.
4. Add a coupon, if any, by clicking on the 'Add coupon' button.
💡 The Add coupon and Add discount options are mutually exclusive at the same level — if a discount has already been applied at a level (line-item or sub-total), the coupon option is disabled at that level, and vice versa. See Issuing Discount Coupon for details.
5. Lastly, you can add a Note or a Memo that will be displayed on the invoice.
6. Once you’re done, you can either:
Send the invoice - Check the Email invoice button and click Save to send the invoice immediately.
Save the invoice - Uncheck the Email invoice button and click Save.
Schedule the invoice - Click on the Clock icon, set the Date by clicking on the Calendar icon, Time and Time zone from the drop-down menu. Lastly, click on the Schedule invoice button for the same.
Here's a video on how to create a new invoice:
On the Staff App
1. On the Invoices page, click on the + icon on the bottom right of the screen to create a new invoice.
2. In the Invoice to option, search for and add the student/lead you want to invoice. The invoice number is auto-generated. You can issue the invoice to a specific staff member under the Invoiced by drop-down.
3. The invoice Issue date and Due date are auto-populated. You can change them as required.
4. Click on + Add items and select the relevant class/package/products. Click on the item block to edit the Quantity, Price and Description as needed, and Add Validity. Click on Save.
To apply a discount, click on Add discount. You can choose from either Percentage discount (for example 10%) or Fixed discount (for examples $50).
💡 Tax is no longer added manually on the invoice. Each line item pulls in whatever tax is attached to that subject, product, registration fee, or location. You'll see the tax breakdown per item as you add it to the invoice.
5. Finally, you can add Notes for internal reference (optional).
Click Save on the top right corner. The invoice will be created successfully.
Here's a video on how to create a new invoice on the Classcard Staff App: