Use an invoice to bill a student for a one-time charge, such as a kit, a testing fee, or extra training hours past their contract end date. The student gets a payment link by email and text.
Who: School Admins / Finance Managers · Where: Payments › Invoices › Create Invoice, or Quick Actions › Send Invoice from anywhere
Steps
1. Recipient. Use Find existing and search by the student's name or email, or click + Add new recipient.
2. Description. This is visible to the student and shows above the line items. Make it specific, for example Cosmetology program: hours past contract end date.
3. Line items. For each charge, pick a Type (Supplies, Training Hours, Facilities Usage, Misc Billing, Testing, Pay in Full, or Deposit), add a short description and the Amount. Tick Taxable if it applies. Use Add item for more lines.
4. Schedule & payment options. Set the Due date and choose Accepted payment methods: ACH and Card, ACH only, or Card only.
5. Internal notes and attachments (optional). Internal notes are staff-only and never shown to the student. You can attach a PDF, image, or document.
6. Check the Live Preview on the right to see the invoice page, email and text the student will get.
7. Click Send invoice, or Save draft to finish later.
Reuse a charge with templates
If you bill the same kind of charge often, click Save as template at the top of the page. Next time, use Apply template in the Line items section to start from it, then change the amount for that student.
Tip for over-contract hours: because the amount is different for each student, save a template with the Training Hours line and your usual description, then adjust the amount each time.
After you send it
Track it on Payments › Invoices. From each invoice's menu you can view, edit, resend, delete or void it. To charge a student right now instead of billing them, use Take Payment.