Managing billing settings effectively is key to creating seamless and professional invoices for your organization. With the right invoice settings, you can customize payment terms, add essential details, and align the format with your brand's identity. Whether you're setting up for the first time or refining your current system, this guide will walk you through everything you need to know to simplify your billing process. Let’s get started!

📌 Important Note:
🔹 Invoice customization is only available on the Portal and cannot be modified from the app.

Customizing your invoice settings is easy! Follow these simple steps to tailor your billing preferences, payment terms, and branding for a seamless invoicing experience.

1️⃣ Navigate to the Menu 📂

2️⃣ Select the Finance Tab 💰

3️⃣ Open Billing Settings ⚙️

4️⃣ Choose Invoice Settings 📝

💡 Pro Tip:
Ensure your invoice settings reflect your brand identity and payment policies for a professional and efficient billing process! ✅📊

Access to billing settings is restricted based on user roles and permissions, ensuring that only authorized personnel can configure financial and invoicing settings.

✔️ Access Level: Full access to all billing settings across all locations.
✔️ Permissions: Can view, modify, and manage billing configurations, payment policies, and invoice settings for the entire organization.

✔️ Access Level: Full access to billing settings within their assigned locations.
✔️ Permissions: Can manage billing settings, payment terms, and financial configurations only for their designated location(s).

✔️ Access Level: Staff members must have the "Billing Settings" permission to access and modify billing settings.
✔️ Permissions:

💡 Pro Tip: Grant "Billing Settings" permissions only to trusted staff to maintain control and accuracy in your financial management! ✅⚙️💰

Your invoices are more than just billing documents—they reflect your organization’s identity and professionalism. Customizing the design ensures they align with your brand and leave a lasting impression on your clients or parents. Ready to elevate your invoices? Here’s how to get started!

The Branding Section allows you to customize the visual identity of your invoices, ensuring they match your organization’s style. One of the key elements in this section is adding your company logo, making your invoices instantly recognizable and professional.

✅ What It Does:

💡 Pro Tip: Experiment with your branding options while using the real-time preview to create a polished, professional, and visually appealing invoice! 🚀🎨📌

Your logo is a visual representation of your organization, appearing prominently on all invoices to reinforce your brand identity and professionalism.

1️⃣ Click the "Choose File" Button 📂

2️⃣ Select & Upload 🖼️

1️⃣ Click the "Delete" Button ❌

💡 Pro Tip: Use a high-quality logo with a transparent background (PNG format recommended) to keep your invoices looking professional and clean! ✅🎨

The Invoice Title helps define the purpose of the invoice while maintaining consistency with your organization’s branding and communication style.

1️⃣ Locate the "Invoice Title" Field

2️⃣ Enter Your Desired Title

✔️ "Payment Statement" – A formal title for general payment documentation.
✔️ "Learning Fees Invoice" – Ideal for educational institutions and childcare centers.
✔️ "Account Summary" – A broader term covering multiple billing items.

💡 Pro Tip: Select an invoice title that clearly conveys the purpose of the document to ensure easy recognition by parents or payers! ✅📜

Your invoice heading banner is a key visual element that enhances the professional look of your invoices. Customizing it allows you to align invoices with your brand identity, making them look polished and professional.

📍 Where to Find It:

📌 How to Customize:
✔️ Use the dropdown menu under "Select Color" to choose from a set of pre-designed header options.
✔️ No Header Option: If you prefer an invoice without a header, select the last option in the dropdown menu.

📍 Where to Find It:

📌 How to Upload:
✔️ Click the "Choose File" button to select a custom header design from your device.
✔️ Ensure the uploaded file is in a compatible format (e.g., PNG or JPEG) and fits the recommended dimensions for optimal display.
✔️ Click "Preview" on the side of the header setup to view an enlarged version of your current settings.

🔎 Why Use the Preview?

Ensures that the design, colors, and layout align perfectly with your branding before finalizing the invoice template.

💡 Pro Tip: Use a high-quality, professional-looking banner that complements your brand colors and logo to create consistent, visually appealing invoices! ✅🎨📜

The Payer Information section in your Invoice Settings allows you to control which details about the payer (e.g., parent, client) are displayed on the invoice. Customizing these fields ensures that the invoice contains only the necessary information, keeping it clear, professional, and aligned with your organizational needs.

Customize what payer details appear on your invoices to ensure clarity, professionalism, and compliance with your organization's needs. Below are the available display options and their benefits.

✔️ Display Payer Name – Shows the full name of the payer (e.g., parent or account holder) for clarity and accurate payment tracking.

✔️ Payer’s Address – Displays the full street address, essential for compliance and record-keeping.

✔️ Payer’s City – Adds the city name for location-based reporting and easier management of multiple centers.

✔️ Payer’s Postal Code – Includes the ZIP/postal code for precise invoicing, tax reporting, and accurate geographic data tracking.

The Invoice Footer section lets you add custom text at the end of all invoices, providing an opportunity to include important notes, messages, or instructions for bill payers. This feature ensures clear communication while maintaining a professional touch.

The Invoice Footer allows you to add a personalized message at the bottom of every invoice, making it easier to provide instructions, reminders, or contact details in a professional manner.

Use the text box in the Invoice Settings to write your custom footer message.

📌 Examples:
✔️ "Thank you for your prompt payment!" – A courteous way to show appreciation.
✔️ "Please contact us at [email protected] for billing inquiries." – Helps payers reach out for support when needed.

To add and customize a title, click "Paragraph" in the formatting toolbar to access text size options.

🔹 🅱 Bold – Highlight key points like due dates or important notices.
🔹 Italic – Use italics to add emphasis or a soft reminder.
🔹 🔗 Add a Link – Direct payers to payment portals, terms & conditions, or contact pages.

✔️ Use Bulleted or Numbered Lists – Organize details for clarity.

📌 Example:
​Payment Methods:

✔️ 📜 Add a Quote – Reinforce policies or inspire with meaningful messages.

📌 Example:
​"All payments are due within 14 days of receipt."

✔️ 📊 Insert a Table – Present structured data, such as payment breakdowns or late fee schedules.

📌 Example:

✔️ Edit and Revise

📌 Use Undo & Redo – Easily revert or reapply changes with the Undo and Redo buttons.

🎯 Why It’s Useful?
✔️ Allows for quick corrections without losing progress.
✔️ Helps fine-tune formatting to achieve a polished look.

💡 Pro Tip: Keep your footer clean and professional, balancing text and visuals for clarity and impact! ✅📜✨Enhancing Your Invoice Footer with Media & Editing Tools

Take control of your invoice customization with advanced settings and permissions that allow authorized staff to modify and adjust invoices as needed.

📌 What It Does:
✔️ Allows authorized staff to add custom charges or adjustments to an invoice before issuing it.
✔️ Useful for one-time fees, special charges, or ad-hoc adjustments that are not predefined.

📌 How to Enable:
✔️ Go to Billing Settings.
✔️ Select the option "Add Custom Lines to Invoice" to grant staff permission.

📌 What Custom Lines Refer To:
✔️ Charges that are not pre-set in the system, such as:

📌 Example Scenario:
🎨 A parent requests a one-time art supply fee for a craft class.
✔️ The staff member adds a custom line to the invoice:

📌 What It Does:
✔️ Allows authorized staff and administrators to delete a billing transaction if necessary.
✔️ When enabled, a delete option appears next to each invoice, allowing quick removal of incorrect entries.

📌 Key Considerations:
⚠️ Deleted transactions are permanently removed and cannot be retrieved.
⚠️ Use this feature cautiously to avoid accidental data loss.
⚠️ Consider revoking the permission called "Delete Billing Transactions" for staff who should not have the ability to delete invoices, ensuring financial records remain accurate and protected.

📌 Example Scenario:
❌ An incorrect billing entry is issued (e.g., wrong amount or incorrect payer).
✔️ The staff deletes the incorrect transaction and reissues the invoice with the correct details.

💡 Pro Tip: Enable deletion permissions only for authorized users to maintain accuracy while preventing accidental removals! ✅📜✨

📌 What It Does:
✔️ Automatically includes the subsidy amount in the payer’s invoice when a subsidy is configured in the child’s plan.
✔️ Ensures the invoice accurately reflects the final amount owed after applying the subsidy adjustment.

📌 Why It’s Useful:
✔️ Provides clear transparency for parents or payers on subsidy contributions.
✔️ Helps administrators track financial assistance applied to invoices.

📌 Example Scenario:
A child’s monthly fee is $740, and they receive a subsidy of $190.
The invoice reflects:

📌 What It Does:
✔️ Automatically reconciles invoices using any available balance or credit linked to the payer’s account.
✔️ Applies credit from overpayments, deposits, or credit notes to reduce the outstanding amount.
✔️ Ensures that invoices reflect the correct balance without manual adjustments.

📌 Why It’s Useful:
✔️ Saves time by automating invoice reconciliation.
✔️ Reduces manual errors in applying available credits.
✔️ Keeps payer balances accurate and updated.

A parent overpaid by $100 the previous month, resulting in a credit balance of $100.

Now, the child’s new invoice for the month is $400.

📌 How the System Applies the Credit:
✔️ The system automatically applies the $100 credit to the new invoice.
✔️ The outstanding balance is reduced from $400 to $300.

If Auto Pay is enabled at the center, the system will automatically reconcile invoices with outstanding balances before processing new charges.

📌 What is Auto Pay?
✔️ Auto Pay is a feature that automatically deducts the amount due from the payer’s saved payment method on the invoice due date.
✔️ This ensures payments are processed on time, reducing missed or late payments.

📌 Why Does the System Reconcile Before Processing Auto Pay?
✔️ Prevents overcharging – If a payer has available credit, the system applies it first, reducing the total amount that needs to be charged.
✔️ Improves accuracy – Ensures that payers are only charged the correct net amount after applying any existing credits.
✔️ Streamlines payment processing – Reduces the need for manual refunds or adjustments after payments are made.

✔️ Enable Auto Pay to ensure a smooth and automated billing experience for both the center and parents.
✔️ Review available balances regularly to avoid billing confusion and keep invoices accurate.

✅ Automatic reconciliation + Auto Pay = Effortless billing & seamless payments! 📜💳🚀

Once you've customized your invoice settings, including options for custom lines, transaction deletion, subsidies, and automatic reconciliation, it’s essential to save your changes to ensure they are applied to all future invoices.

1️⃣ Locate the "Save" Button 🖱️

2️⃣ Click "Save" 💾

3️⃣ Confirm Changes ✅

💡 Pro Tip: Always double-check your settings before saving to avoid missing any important changes! Regularly review and update as needed to keep your invoicing process efficient and accurate. 🚀📜💰