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 the Confirmed Invoices panel, 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' in your 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.
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 toggling the ‘Attach Invoice and Credit Request PDFs to Payment Request emails’ checkbox in your General Accounting Settings.
If you want to exclude PDFs for a specific Client, you can override this setting on their profile. Head to their profile, select Actions > Edit Profile, then head to the ‘Accounting & Client Manager’ tab. There, you’ll find the same ‘Attach Invoice and Credit Request PDFs to Payment Request emails’ checkbox to set their individual preference.
Can I split Invoices so each Student has their own page?
Yes – just navigate to System > Settings > Accounting Settings > General, and enable the ‘Split Invoices by Student’ checkbox. Once this is turned on, each Student’s Lesson details will appear on a separate page of the Invoice.
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 simply enable the ‘Ignore Free Lessons’ checkbox.