Record invoices and payments, and extend a trial

Open Billing and select the school. The page shows its billing state, trial end, paid-through date, outstanding amount, the packs for this invoice, and its invoices.

How to record an invoice

1. 1Step 1: Raise the invoice in the accounting software first.
2. 2Step 2: Under Record invoice, enter the same Invoice number.
3. 3Step 3: Check the Amount (AUD). It comes from the school's tier, GST inclusive. Change it for a network or diocese agreement.
4. 4Step 4: Check Period start, Period end, Issued and Due (30 days from issue by default).
5. 5Step 5: Choose Status: Sent to the school or Draft (not sent yet). Add Notes if useful.
6. 6Step 6: Select Record invoice.

Mark sent, mark paid or void

• Mark sent: for a draft, once it's gone to the school.
• Mark paid: enter Paid on (not in the future or before it was issued) and a Payment reference, then Record payment.
• Void: enter a Reason and select Void invoice. It no longer counts towards what's owed. A paid invoice can't be voided: issue a credit note in the accounting software instead.

Billing contact

Under Billing contact, update the Name, Email and Purchase order and select Save. The school's admin can also change these in their own settings.

Extend the trial

1. 1Step 1: Under Trial, choose the New end date (from today, up to a year ahead).
2. 2Step 2: Add a Reason if you like, such as waiting on board approval.
3. 3Step 3: Select Extend trial.

You can't extend a trial once the school has paid, or while it has an overdue invoice: follow up the invoice instead.

Common questions

• "Invoice … already covers" these dates. Another invoice covers an overlapping period. Change the period, or tick The periods overlap on purpose (for example a replacement for an invoice you'll void).
• "Invoice … is already recorded". Invoice numbers are unique.
• A demo organisation can't be invoiced. Demo organisations are never billed.