How do I add an invoice manually?

In MyKidReports, schools have the flexibility to manually create invoices for students in addition to automated ones. This feature is useful for handling one-time charges, additional fees, or adjusting payments on a case-by-case basis.

Benefits of Manual Invoicing:

Customization: Allows schools to issue additional or special one-time invoices outside the recurring billing cycle.
Flexibility: Useful for handling unique cases such as extra-curricular activity fees or field trips.
Efficient Communication: Schools can issue and send manual invoices directly to parents, ensuring that every charge is documented and clear.

Add an Invoice Manually on the Web

Step 1: Log in to your account.

Step 2: Go to 'Billing' > Click on the 'Dashboard' tab.

Step 3: Click on the 'Add Invoice' button.

Step 4: Please fill in the all required fields 'Search student, Invoice Date, Due Date, Billing Plan (Optional), Description *, Qty *, Amount * and Discount(CAD/%)' and click on the 'Save' button.

Here is the explanation for filling out the Add Invoice Manually form in MyKidReports:

1. Search Student:

Click on the search bar under “Search student.”
Begin typing the name of the student for whom you want to create the invoice.
Select the correct student from the dropdown list.

2. Invoice Date:

Click on the calendar icon.
Select the date when you are issuing this invoice.
By default, today’s date will be selected, but you can adjust it if needed.

3. Due Date:

Click on the calendar icon under “Due Date.”
Select the deadline by which the invoice should be paid.
This is important to ensure that the payment schedule is clear to the parents or guardians.

4. Billing Plan (Optional):

If this invoice is related to an existing billing plan (e.g., Monthly or Weekly Tuition), click the dropdown and select the relevant plan.
If this is a one-time charge or doesn’t relate to a billing plan, leave this field blank.

5. Description:

In the “Description” field, enter a clear and concise description of what the invoice is for (e.g., "October 2024 Monthly Tuition" or "Field Trip Fees").
This field is mandatory, so be sure to provide a detailed explanation of the charge.

6. Qty (Quantity):

Enter the number of units you are charging for (e.g., if you’re charging for two months of fees, enter "2").
By default, this is set to “1,” but you can modify it based on your needs.

7. Amount:

Enter the amount to be charged per unit (e.g., if the monthly tuition fee is $200, enter "200" for each month).
Ensure that the amount is correct to reflect the total cost for the service or item.

8. Discount (CAD/%):

If you are offering a discount, enter the discount amount or percentage.
In the box, type the discount (e.g., "10" for 10% off or "50" for a $50 discount).
Select whether the discount is a fixed amount (CAD) or a percentage (%).

9. Add Invoice Item (Optional):

If you need to add another charge to the same invoice, click the 'Add Invoice Item' button and repeat steps 5-8 for the new item.

By following these instructions, you can successfully create and manually add an invoice for any student in MyKidReports.

Add an Invoice Manually on the App

Step 1: Log in to your account.

Step 2: Click on the icon.

Step 3: Go to 'Billing' > Click on the 'Dashboard' tab.

Step 4: Click on the 'Add Invoice' button.

Step 5: Please fill in the all required fields 'Search student, Invoice Date, Due Date, Billing Plan (Optional), Description *, Qty *, Amount * and Discount(CAD/%)' and click on the 'Save' button.