Where to View Invoices
There are two places to view Invoices: The Invoices page or the Billing page of a particular Account.
Invoices Page
On the Invoices page (located in the left-hand menu), click on Current Invoices, Paid Invoices, or Future Invoices.
Click on the Edit button to view the details of that Invoice, including the following:
The date and time it was posted (this cannot be edited)
Who posted it (this cannot be edited)
The Location it is associated with (this cannot be edited)
The Program it is associated with
The Enrollee it is associated with
The Account it is associated with (this cannot be edited)
The Charge/Payment type
The Item description
The amount of the transaction
Click on the print or export icons to export or print the Invoice.
Customer Billing Page
Search for an Enrollee or Account Holder by either the Enrollee's name, Primary or Secondary Account Holder's name, or the Primary Account Holder's email address or phone number in the top search bar. Click on their Billing tab. At the top, select Manage beside Current Invoices, Paid Invoices, or Future Invoices.
In the new window that opens, you will see a list of Invoices. Click on the Edit button.
Here you can view the details of that Invoice, including the following:
The Due Date
The Invoice #
The Payment Plan (if applicable)
The Amount
The Status (unpaid/paid)
The Invoice Balance
Enrollee
Enrollment Period
Class
Auto Pay (if on, it will show either "ACH" or "Credit Card"; if it is off, it will say "Off")
Select the print or export icons to export or print the Invoice.
NOTE: Editing on transactions older than 18 months is restricted. Editing is restricted for any transaction that is beyond this time frame because if something is changed too far in the past, then the account balance will break. This includes the ability to remove credits or charges from an invoice, as well as the option to delete transactions. We suggest adding a credit to balance out the account.
The columns "posted by" and "posted on date" cannot be edited.
Finding a Specific Invoice
Currently, the Customer billing Current or Paid Invoices or the Invoices page does not have a filter for Invoice numbers. The workaround to find a specific Invoice is to do one of the following, based on the device you are using:
Window Computer
Select "Control" plus "F" on your keyboard to open up the find window. Type in the Invoice # (i.e, VE86PDVZOY) and it will highlight that wherever it is on the page you are on.
Mac Computer
Select "Command" plus "F" on your keyboard to open up the find window. Type in the Invoice # (i.e, VE86PDVZOY) and it will highlight that wherever it is on the page you are on.
iPhone
Open the webpage, tap the Share icon (square with an arrow), select "Find on Page," type in the Invoice # (i.e, VE86PDVZOY), and use the arrows to navigate highlights. Alternatively, tap the address bar and look for "Find on this page" in the suggestions.
Android Phone
Open the browser (like Chrome or Firefox), tap the three dots (menu), select "Find in page" or similar, then type in the Invoice # (i.e, VE86PDVZOY) to see highlights and use arrows to jump between results.
Example on a computer:
How to Edit Current/Paid Invoices
Follow these steps to edit a current or paid Invoice.
Step 1 - Choose Invoice Type
Click on Current Invoices or Paid Invoices. If you need to adjust future invoices on one or more payment plans, you can edit an individual's payment plan. Click "Customize this payment plan" and then change the dates. You will want to see the section "Customize a Payment Plan" in this support article.
Step 2 - Edit Invoice
Click on the Edit button to see the details of that Invoice. To edit a specific Invoice in the list of Invoices, select the three dots beside the Invoice, then click Edit.
Step 3 - Change Invoice Number or Due Date
Click the pencil icon on the Invoice to edit the Invoice number or the due date.
The new due date will show at the top right of the Invoice.
Info on Invoice Due Dates
Info on Invoice Due Dates
The earliest due date that can be entered is "tomorrow." However, Invoices can be paid whenever.
All created Invoices will show up under "Current Invoices," even if the due date is in the future. To create future Invoices, you will need to edit or add payment events on a Payment Plan. See this article for steps.
If you don’t want autopay to affect an invoice, then you will need to either turn autopay off on that customer's account or set the due date of the invoice in the future.
For Invoices older than a day, an Admin user will either need to change the invoice due date or post the payment manually, or the Customer will need to make a payment through the Customer portal.
Step 4 - Change Enrollment
To change the enrollment that is connected to specific transaction, click the three dots beside the transaction, then "Edit." Change the enrollment under "Enrollee Program." (Note: "Enrollee" may be called something else, i.e., "Child," "Student," etc.).
Please note that the Class names are not visible here. You can add the Program and then reference the Class in the public or private memo boxes. (To see a list of Classes for the Invoice, go to the list of Invoices, select one or more Invoices, then click the printer icon).
Step 5 - Edit Transaction/Charges
To edit any Charge Items or amounts, click the three dots beside a charge transaction (these transactions are in red), the "Edit."
Under "Edit Charge Item," you can change the amounts of any existing Charge Items, or click the "Add Charge Item" button to add additional Charge Items. Click the dropdown to choose the charge item from the list of charge items. (This list is in alphabetical order from your Charge items list on the Items page).
NOTE: You can add multiples of the same charge item with the same or different amounts.
Step 6 - Edit Credits/Discount Items
To edit any credit transaction (these are in blue), click the three dots beside the credit transaction then "Edit." You can edit the amount, the payer, or the Discount Item.
How to Delete an Invoice
Do you have Invoices that need to be deleted? Follow these steps to delete one or more Invoices.
NOTE: At this time, there is no way to delete Invoices in bulk.
Step 1 - Invoices Page
Head to the Invoices page. You can also do this on a Customer's Billing page by clicking "Manage" under Current or Paid Invoices.
Step 2 - Edit Invoice
Once you see the list of Invoices, click "Edit" beside the one you wish to delete:
Step 3 - Delete Charges, Credits, Payments
Once the Invoice is open, click the three dots beside each Charge, Payment (cash or check only) and/or Credit:
Then click "Delete Transaction" at the bottom right to delete the transaction:
Important Notes on Deleting a Charge
You cannot delete an ACH or credit/debit card payment. You will need to do a refund on those types of payments.
Be careful before deleting a Charge in the Transaction History. If you accidentally delete a Charge and have to add it back, you will have to create an Invoice with the original due date (however, the posted date will be the date you re-created the Invoice.
Editing on transactions older than 18 months will be restricted. Editing is restricted for any transaction that is beyond this time frame because if something is changed too far in the past, then the account balance will break. This includes the ability to remove credits or charges from an invoice, as well as the option to delete transactions. We suggest adding a credit to balance out the account.
Step 4 - Delete Invoice
The final step is to delete the empty Invoice itself. Go back to the Invoice list (you may have to refresh your page). You should now see an Invoice with a trashcan icon to the right, like this:
Click the trashcan icon, then "Yes" to delete the Invoice.