Description: This is a tutorial that is focused on teaching you how to create a new invoice step by step which you can use to communicated with the payers and keep track of the children.
I’m going to show you how to create a new invoice. First thing you’ll need to do is to get to the screen and you’ll do that by going to the accounting option and select invoices, if you have any invoices already, you will see them listed here.
To create a new invoice, hit the new invoice button and that will take you to this screen, you always have the option of making it a recurring invoice. If you check this box, a few extra fields will appear. So I’m going to start my billing for October 31st and make it go through November 11 and for the invoice date I’m just going to put today’s date.
Next it’s asking if I would like to include withdrawn children in this list, I going to leave that on no and select my child. The rate is the amount you are charging for childcare, I’m only charging that one time and so I’m going to leave the unit set to one, fees would be fees you’re charging the parents. Here you can put any notes that have to do with that specific child, it’s going to appear right next to the child’s name on the invoice.
If you have a second child, you’ll click the Add button, it’s going to give you a new row and you’ll put in all of the information for the second child. Here at the bottom, we have general notes, these are the notes that will just be listed at the bottom of the invoice.
So my invoice is done, I have the option to save it for later or I can preview it and send it now. So I’m going to hit preview, here we are on the preview screen and at the bottom, you’ll see the options to create the invoice which is created in your account. Or you can create and send the invoice, the invoice will be emailed to whoever is marked as a payer for these invoices.
You do have the option to customize the text of this email that gets sent to the parents as well and here is the actual invoice, you’ll see here this invoice is still a draft that means that the invoice has not been created yet. Once we either choose create or create in send, this will become an unpaid invoice and you can only record payments for invoices that are unpaid or partially paid status.