Confirming Draft Invoices
After reviewing Draft Invoices, confirm them to move towards finalisation:
In Accounting > Draft Invoices, select the Draft Invoice(s).
Click the Confirm arrow.
Confirmed Invoices are then moved in to the right panel.
You can confirm multiple Draft Invoices in bulk for efficiency.
Confirming multiple Invoices at once.
Raising Confirmed Invoices
To raise these Invoices:
In Accounting > Draft Invoices, go to the Confirmed Invoices panel on the right and select one or more Invoices.
Click Raise Confirmed Invoice(s).
Review and confirm the pop-up.
Click Raise Invoices.
Raising multiple Invoices at once.
Viewing Raised Invoices
Once Invoices are raised, you can view all raised Invoices by navigating to Accounting > Raised Invoices. Here you can search, filter, and manage Invoices for your Clients.
Notifying Clients when they are sent an Invoice
If the Client has a valid email address, they’ll be notified by email via the ‘Payment Request’ Email Definition.
Selecting which Clients to notify via email.
If you’ve enabled 'Client login' under System > Settings > Branch Details, they’ll also be able to log into their dashboard to view and pay their Invoices at any time.
Frequently Asked Questions
Can I raise an Invoice without emailing the Client?
Yes – this is especially handy if you’re reissuing a corrected Invoice or one that’s already been paid, and you want to avoid confusing the Client with another notification.
In Accounting > Draft Invoices, when raising your Confirmed Invoices, click Raise Confirmed Invoice(s) to open the panel. You’ll see a list of users set to receive email notifications. Simply untick any Clients you don’t want to notify, and the Invoice will be raised without sending an email to those Clients.
Selecting which Clients to notify when raising Invoices.
Can I choose whether a PDF breakdown is included with Invoice payment requests?
Yes! You can control this by ticking the ‘Attach Invoice and Credit Request PDFs to Payment request emails’ checkbox under System > Settings > Accounting > General.
If you want to override this setting for a specific Client, go to People > Clients > select the Client > Actions > Edit Profile and open the ‘Accounting & Client Manager’ tab. There you’ll find an ‘Attach Invoice and Credit Request PDFs to Payment request emails’ dropdown, which you can set to follow your Branch setting or override it for that Client. These fields are only editable by Administrators.
Can I split Invoices so each Student has their own page?
Yes. This is controlled by the ‘Invoice Grouping’ dropdown under System > Settings > Accounting > General, which lets you either split Students onto separate pages of the same Invoice or create a completely separate Invoice for each Student. You can read the full guide here.
Note: changing 'Invoice Grouping' at Branch level clears every Draft Invoice and Draft Payment Order across your whole Branch, not just the ones affected by the change. Raise anything you need to keep before you change this setting.
How do I ignore Lessons with a charge rate of zero on my Invoices/Payment Orders?
To prevent Lessons with a charge rate of zero from appearing on Invoices and Payment Orders, navigate to System > Settings > Accounting > General and enable the ‘Ignore free Lessons’ checkbox.
The ‘Ignore free Lessons’ checkbox under System > Settings > Accounting > General.