Invoices: send one, remind families, record cash or check

This article helps you send a one-off invoice, remind families who owe, and mark cash or check payments as paid.

Before you start

• The family has joined your program.
• For families to pay online, Stripe must be connected.

Send an invoice

1. Go to Finances → Invoices and click Create invoice.
2. In Send an invoice, pick the Family.
3. Under Line items, type a description and amount. Click Add line for more (up to 20).
4. Pick a Due date and add a Note to family (optional).
5. Click Send invoice.

Remind families

1. On Finances → Invoices, click Send reminder on an unpaid invoice, then confirm.
2. To remind several at once, tick the invoices and click Send reminder in the bar above the list. Invoices that don't need one are skipped.

LearningSense also emails a reminder 7 days before an invoice's due date, at 8 AM in your program's time zone. Families on autopay don't get this reminder, because their monthly invoice is charged automatically.

Record cash or check

1. Go to Finances → Payments and click Record payment, then pick the invoice. (Or open the arrow menu on an invoice row and choose Record payment.)
2. In Record manual payment, pick the Payment method (Check, Cash, Bank transfer or Other), add a note and the Payment date.
3. Click Mark as paid →. You see Payment recorded.

What happens next

The family gets an email with a link to pay by bank or card. They pay exactly the invoice total. Bank payments take 3 to 5 business days to clear, so the invoice shows Clearing until then. Card payments clear right away. Recorded cash and check payments have no fees and no card or bank charge is made.

Common problems

• Recorded a payment by mistake? Open the invoice row's menu and choose Undo recorded payment. The invoice goes back to unpaid.
• Need to cancel an invoice? Choose Void from the row's menu. The family won't be charged.
• It says Due date can't be in the past.? Pick today or a later date.
• Standing discounts don't show on one-off invoices. They apply only to monthly tuition invoices.

Related articles

• Fees and payment timing
• Monthly tuition and reviewing invoices before they go out
• Refund a payment in full or in part