Invoicing

ClassBuddy's built-in invoicing lets you create invoices for students, record payments against them, and send account statements. Before using invoicing, ensure ClassBuddy Invoicing has been activated for your setting group. See Setting Groups for setup details.

note

Invoicing is only available to school accounts. The following permissions control access:

• invoice:create — create and send invoices
• invoice:commit — commit draft invoices
• invoice:pay — record and manage payments
• invoice:void — void draft invoices

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Student Invoices Block

All invoicing for a student is managed from their profile. Scroll to the Invoices block to see a list of existing invoices and access the create and statement actions.

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Creating a Draft Invoice

1. Open the student's profile and scroll to the Invoices block.
2. Tap the Create Invoice button.

Line Items

Each invoice requires at least one line item.

Field	Required	Description
Description	Yes	What is being charged
Quantity	Yes	Number of units
Unit Price	Yes	Price per unit

Tap Add Item to add more line items. The line total (quantity × unit price) is calculated automatically.

To remove a line item, tap the delete icon next to it. A minimum of one line item is required.

Invoice Details

Field	Required	Description
Due Date	No	Date payment is due. Tap the calendar icon to select a date.
Notes	No	Optional message or instructions shown on the invoice

The currency is taken from your group's ClassBuddy Invoicing configuration and cannot be changed here.

Saving

Two save options are available:

Button	What it does
Save as Draft	Creates the invoice in DRAFT status. You can edit it before committing.
Commit & Send	Creates, commits, and emails the invoice to the student in one step.

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Editing a Draft Invoice

Only DRAFT invoices can be edited. Once committed, the invoice is locked.

1. Open the invoice from the student's Invoices block.
2. Tap the edit icon next to a line item to edit it inline.
3. Update the description, quantity, or unit price and tap Save.
4. To delete a line item, tap the delete icon. At least one item must remain.
5. To add a new line item, tap Add Item at the bottom of the line items list.

Due date and notes can also be updated on a draft invoice.

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Committing and Sending an Invoice

Committing an invoice finalises it — the status changes from DRAFT to UNPAID and it can no longer be edited.

From a draft invoice, tap Commit & Send.

The invoice is committed and an email is sent to the student automatically. The Email sent indicator in the invoice header updates to reflect this.

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Committing requires the invoice:commit permission.

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Sending an Invoice Email

For committed invoices where the email was not sent at commit time, or to resend the invoice:

1. Open the invoice.
2. Tap Send Email in the top action bar.

A success banner confirms the email was sent. The invoice header updates to show Email sent.

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Recording a Payment

1. Open the invoice.
2. Scroll to the Payment History section and tap Record Payment.

Field	Required	Description
Amount	Yes	Amount received. Cannot exceed the remaining balance.
Date Received	Yes	Date the payment was received
Payment Method	Yes	EFT, Cash, or Card
Reference	Yes	Transaction reference or identifier
Note	No	Optional note about the payment

Tap Save to record the payment. The invoice balance updates immediately.

Editing a Payment

Tap the edit icon next to any payment to update its method or note. Amount and date cannot be changed after recording.

Voiding a Payment

Tap the delete icon next to a payment and confirm to void it. The payment amount is returned to the invoice balance.

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Student Statement

The statement gives an overview of a student's full invoicing activity — all invoices, payments, and the running balance — for a selected period.

1. Open the student's profile and scroll to the Invoices block.
2. Tap Statement.

Period Filter

Use the dropdown to select the statement period: 3, 6, 9, or 12 months. The statement updates immediately.

Summary Totals

Three totals are shown at the top:

Total	Description
Invoiced	Total amount invoiced across the period
Paid	Total amount received
Outstanding	Remaining balance (Invoiced − Paid)

Transaction List

Each row represents a transaction:

Column	Description
Date	Transaction date
Description	"Invoice #[number]", "Payment", or "Opening Balance"
Reference	Invoice or payment reference
Debit	Invoice amounts charged
Credit	Payments received
Balance	Running balance after the transaction

Sending the Statement by Email

Tap Send Email at the top of the statement page to email the statement to the student for the currently selected period.

A success banner confirms the email was sent.