Complete guide to managing invoices and payments in the Academix system
Process payments through secure payment gateways.
Direct bank transfers and ACH payments.
Record cash payments received in person.
Process check payments with tracking.
Secure online payment portal for families.
Structured payment plans over time.
Select the student or family for whom the invoice is being created.
Add billing items such as tuition, fees, materials, or other charges.
Specify the amount for each billing item or service.
Set the payment due date for the invoice.
Define payment terms and conditions for the invoice.
Apply any applicable discounts or scholarships.
Generate new invoices for students or families.
Modify existing invoices before payment.
Record payments and update invoice status.
Send payment reminders for overdue invoices.
Create financial reports and analytics.
Print or email invoices to families.
Add discounts or scholarships to invoices.
Monitor payment history and status.
To create an invoice for a student or family:
Click the "Create Invoice" button
Select the student or family from the dropdown
Choose the billing items (tuition, fees, etc.):
• Select items from the available options
• Set quantities and amounts
• Add custom items if needed
Set payment terms and due date
Apply any applicable discounts or scholarships
Review the invoice summary and totals
Click "Generate Invoice" to create the invoice
To record a payment for an invoice:
Find the invoice in the list or search by invoice number
Click the "Record Payment" button
Enter the payment amount (full or partial)
Select the payment method:
• Credit Card
• Bank Transfer
• Cash
• Check
Enter payment reference or transaction ID
Add any payment notes or comments
Click "Process Payment" to record the transaction
To view detailed invoice information:
Navigate to the Invoices section
Search for the invoice by number or student name
Click on the invoice to view full details
View billing items, amounts, and payment history
Check payment status and outstanding balance
Download or print the invoice if needed
To create financial reports:
Click the "Generate Report" button
Select the report type:
• Revenue Summary
• Outstanding Balances
• Payment History
• Cash Flow Analysis
Choose the date range and filters
Select specific students or classes if needed
Choose the output format (PDF, Excel, CSV)
Click "Generate" to create the report
To configure automated billing:
Go to Billing Settings
Set up recurring billing cycles:
• Monthly tuition
• Quarterly fees
• Annual charges
Configure payment reminders and due dates
Set up late fee calculations
Configure email notification templates
Schedule automatic invoice generation
Save automation settings
To apply discounts to invoices:
Navigate to Discount Management
Create discount rules:
• Sibling discounts
• Early payment incentives
• Need-based scholarships
Set discount percentages or fixed amounts
Configure eligibility criteria
Apply discounts to specific invoices
Track discount usage and reporting
To export financial data:
Select the export option from the menu
Choose the data type (invoices, payments, reports)
Select the date range for export
Choose the export format (CSV, Excel, PDF)
Include additional data (payment history, notes)
Click "Export" to download the file
The Invoicing System module provides comprehensive financial management tools for educational institutions. It allows administrators to create and manage invoices, track payments, generate financial reports, and maintain detailed billing records. The system supports various payment methods, automated billing cycles, and integration with accounting systems.
Create and manage invoices for students and families, track payment status and history, support multiple payment methods and gateways, generate financial reports and analytics, automate recurring billing and reminders, manage discounts and scholarships, integrate with accounting systems, and maintain comprehensive audit trails.
The invoicing dashboard provides an overview of all financial activities. It displays outstanding invoices, recent payments, revenue trends, and payment statistics. You can view invoices by status, date range, or student, and access quick actions for common billing tasks.