Generating and Sending Invoices

Before you begin, ensure that you are ready to generate invoices:

✅ Confirm that you've set up your classes, and lessons, and assigned students to them

✅ Make sure any necessary discount tables are filled, payment methods are activated, and your company logo is uploaded in company settings.

✅ If invoicing for products, ensure products and orders are created in the Point of Sale section. Learn how to set up products and orders here :

➡️ Creating Products

➡️ Creating Orders

✅ If you're billing for a second time, ensure your season has been successfully cloned. Learn how to clone season here:

➡️ Cloning a Season

Generating Invoices

Option 2: Generate from the Billing section (Multiple families at once)

1. Click > next to Billing.
2. On the expanded menu, click Invoices.
3. On the invoice list page, click the Generate Invoices button.
4. A pop-up will appear with three options for invoice generation:
   • Generate Invoices for a Season and all Orders: This option creates invoices for both your class fees (for the selected season) and any completed orders from the Point of Sale.
   • Generate Invoices for a Season: This generates invoices solely for class fees in your chosen season.
   • Generate Invoices for all Orders: This option creates invoices for only completed orders in the Point of Sale section.
5. After selecting your desired option, follow the steps below based on your choice:
   • If you choose Generate Invoices for all Orders, the system will create the invoices and display them in Draft status on the invoice list.
   • For the other options, you'll be prompted to choose the season. Select the correct one from the dropdown.
6. Once you've selected your season, click Generate Invoices. The invoice will appear in your list in Draft status, ready to be reviewed or sent.

Option 3: Generate from the Customer profile (One family at a time)

1. Click > next to Customers.
2. On the expanded menu, click View All and select the customer you want to invoice for.
3. Navigate to the Billing tab at the top of the page.
4. Click Generate Invoice.
5. A pop-up will appear with three options for invoice generation:
   • Generate Invoices for a Season and all Orders: This option creates invoices for both your class fees (for the selected season) and any completed orders from the Point of Sale.
   • Generate Invoices for a Season: This generates invoices solely for class fees in your chosen season.
   • Generate Invoices for all Orders: This option creates invoices for only completed orders in the Point of Sale section.
6. After selecting your desired option, follow the steps below based on your choice:
   • If you choose Generate Invoices for all Orders, the system will create the invoices and display them in Draft status on the invoice list.
   • For the other options, you'll be prompted to choose the season. Select the correct one from the dropdown.
7. Once you've selected your season, click Generate Invoices. 
8. Your new invoices will appear in the invoice list as Draft status.

Reviewing and Sending Invoices

1. Once generated, invoices remain in Draft status, allowing you to review and make any necessary edits. Learn how to edit invoices here ➡️ Editing Invoices
2. When you're ready to send, select the invoices you want to approve by ticking the box selecting all or individually selecting specific invoices.
3. Select Group Actions on the upper right, and on the expanded menu select Approve.
4. On the next page, you'll have the option to tick Email invoice(s) to the customer, which will send the invoice directly to your customer and set the due date.
5. Once sent, the invoice status will update from Draft to Awaiting Payment, letting you know that the invoice has been sent, and you're awaiting payment.

This step-by-step guide ensures you efficiently generate and send invoices, making the billing process straightforward for your business and your customers. 🙌