Invoicing

School Admin Bursar

Invoices are the financial records sent to guardians at the start of each term, showing the fees owed for their child.

Prerequisites

Before generating invoices, ensure you have:

• Fee structures configured for the current term
• All students enrolled in their classes

Generating Invoices (Bulk)

The recommended approach is to generate invoices in bulk for the whole school or a class at once.

1. Go to Finance → Invoices.
2. Click Generate Invoices.
3. Select:
   • Term — the term to invoice for
   • Scope — All classes, or a specific class
4. Click Preview to review the invoice summary before committing.

5. Review the count and total amount.
6. Click Generate to create invoices for all selected students.

note

EMS will not generate duplicate invoices. If a student already has an invoice for the selected term, they are skipped.

Viewing Invoices

The invoice list shows all invoices with their status:

Status	Meaning
Unpaid	No payment received
Partially Paid	Some payment received, balance outstanding
Paid	Invoice fully settled
Overdue	Past due date with outstanding balance

Use the filters (term, class, status) to narrow the list.

Individual Invoice

Click an invoice to view its detail:

• Line items and amounts
• Payment history
• Outstanding balance
• Download as PDF

Sending Invoice Notifications

To notify guardians of new invoices:

1. From the invoice list, select the invoices to notify.
2. Click Send Notification.
3. Guardians receive an email/SMS with their invoice details.

Manual Invoice Adjustments

School Admins can add or remove line items on an individual invoice before any payment has been made:

1. Open the invoice.
2. Click Edit.
3. Add, remove, or adjust line items.
4. Click Save.

Related Pages

• Payments →
• Fee Setup →
• Defaulters Report