Welcome to the Invoices Tab—your centralized hub for managing issued invoices! This powerful tool allows you to view, track, and manage invoices for all enrolled children, ensuring clarity and control over your organization’s billing processes. From filtering by status to accessing detailed invoice records, the Invoices Tab is designed to streamline your financial workflows and simplify reporting.💳📊

The Invoices Tab is accessible on both the portal and the app.

🔹 The portal will be used as the default reference throughout this guide.
🔹 Any differences between the portal and the app will be specifically illustrated where applicable.

1️⃣ Go to the Menu: Open the menu on the far-left side of your screen.

2️⃣ Select Finance: Click on the Finance Tab from the list of menu options.

3️⃣ Locate Billing Transactions: In the right section under the Finance category, select Billing Transactions.

4️⃣ Open the Invoices Tab: Within the Billing Transactions section, click on the Invoices Tab to view, track, and manage all issued invoices.

Follow these simple steps to navigate to the Invoices Tab on the Parent™ App:

1️⃣ Go to the App Footer: At the bottom of the screen, locate the navigation bar.

2️⃣ Select the Options Tab: Tap the first tab on the right to open the Options Menu.

3️⃣ Click on Billing Transactions: In the menu, select Billing Transactions to access financial records.

4️⃣ Open the Invoices Tab: The first tab in the Billing Transactions section is Invoices—tap to view, track, and manage all issued invoices.

Access to invoice transactions is determined by user roles and permissions, ensuring that only authorized individuals can view, manage, and download invoices.

✔️ Access Level: Full access to view and download all issued invoices across all locations.
✔️ Permissions: Can manage billing transactions, settings, and reporting across the entire organization.

✔️ Access Level: Can view and download all issued invoices within their assigned locations.
✔️ Permissions: Can manage billing only for their specific location(s) but not across multiple centers unless assigned.

✔️ Access Level: Staff members who have been granted permission to either view or manage invoices.
✔️ Permissions:

💡 Pro Tip: Assign permissions carefully to ensure that only necessary staff members have access to financial records and invoice downloads! ✅📜💰

The Invoices Tab is a centralized location where you can view and manage all generated invoices. It provides detailed information about each invoice, helping you track transactions, monitor payments, and ensure billing accuracy. The data is presented in a table format, with the following key columns:

The Invoices List contains key columns that provide essential details about each invoice. Below is a breakdown of each column, its definition, and its purpose.

📖 Definition: Displays the date the invoice was sent.
🎯 Purpose: Helps track when the invoice was issued to the payer for better financial record-keeping.

📖 Definition: The unique invoice number or transaction reference assigned to the invoice.
🎯 Purpose: Useful for identifying and cross-referencing invoices during reviews or payer inquiries.

📖 Definition: Shows the child associated with the transaction, along with the payer responsible for that specific invoice.
🔍 Key Insight: A child may have multiple invoices linked to different payers (e.g., separate billing for parents or guardians).

📖 Definition: Displays the invoice’s due date and the service period covered by the invoice.
🎯 Purpose: Ensures clarity about when the payment is due and what timeframe the invoice covers.

📖 Definition: Indicates the current state of the invoice.
📍 Examples:

📖 Definition: Shows the total amount of discounts applied to the specific invoice.
🎯 Purpose: Helps track fee reductions due to promotions, sibling discounts, or special offers.

📖 Definition: Displays the amount of subsidies applied to the transaction.
🔍 Key Insight: Indicates financial assistance provided for the child’s invoice (e.g., government funding, financial aid).

📖 Definition: The total amount of the invoice before any discounts or subsidies are applied.
🎯 Purpose: Reflects the full price of the billed services, providing clarity on the original amount.

📖 Definition: Displays the final amount due after applying discounts and subsidies, along with the invoice due amount. If the invoice has been fully or partially paid, this column will reflect the remaining balance still owed.

🎯 Purpose:
✔️ Provides a clear view of outstanding payments, helping payers and administrators track financial obligations.
✔️ Ensures transparency in final charges after all adjustments (e.g., discounts, subsidies, partial payments).
✔️ Helps monitor fully paid vs. partially paid invoices, making it easier to follow up on pending balances.

Follow these steps to access detailed invoice information on the Parent™ App:

1️⃣ Go to Billing Transactions: Open the app and navigate to the Billing Transactions section.

2️⃣ Select the Invoices Tab: Locate the invoice you want to review.

3️⃣ Click the Expand Arrow: Tap the expand arrow next to the invoice number and amount to reveal more details.

📌 Details Displayed on the App:

✔️ Child – The name of the child linked to the invoice.
✔️ Payer – The person responsible for the payment.
✔️ Due Date – The deadline for payment submission.
✔️ Invoice Period – The service period covered by the invoice.
✔️ Status – Indicates if the invoice is Paid, Pending, or Overdue.
✔️ Notes – Any additional comments or important information related to the invoice.

🚫 Not Visible on the App:

🔹 Important Note: The app only reports the final invoice cost after all adjustments, so discounts and subsidies are not displayed separately.

💡 Pro Tip: Use the portal version if you need a full breakdown, including discounts, subsidies, and gross amounts! ✅📊

✅ Centralized Billing Management – The Invoices Tab offers a comprehensive view of all billing transactions in one place, streamlining financial oversight.

✅ Clear & Accurate Invoice Details – Each column provides essential invoice information, ensuring clarity, accuracy, and easy tracking of issued invoices.

✅ Efficient Financial Monitoring – With status tracking, discounts, and subsidies, the Invoices Tab is a powerful tool for managing payments, monitoring dues, and maintaining organized financial records.

💡 Pro Tip: Use filters and sorting options to quickly find invoices, track overdue payments, and simplify financial reporting! 📊✅

Above the list of invoices in the Invoices Tab, a Total Statement is displayed, summarizing key financial metrics for all invoices within the selected date range or filters.

📌 What the Statements Provide:

✅ A comprehensive snapshot of billing performance.
✅ Helps administrators track financial trends and analyze payment activity.
✅ Ensures clarity on total billed amounts, outstanding balances, and payments received.

💡 Pro Tip: Use filters to adjust the date range or invoice status for a more detailed view of financial trends and payment tracking! 📊✅

📌 Note:
🔹 Total Statements are not yet available on the app, except for the Total Invoice Net Amount, which reflects the final payable amount after adjustments.

The Total Statement provides a breakdown of key financial metrics, giving administrators a clear view of invoice dues, revenues, discounts, and outstanding balances

📖 Definition:
The total amount of discounts applied across all invoices within the selected date range or period.

🎯 Purpose:
✔️ Highlights cumulative reductions offered through promotions, sibling discounts, or special fee adjustments.
✔️ Helps administrators track financial incentives provided to payers.

📌 Example:

💡 Pro Tip: Regularly reviewing discount totals helps assess the impact of promotions and financial aid on overall billing performance! ✅

📖 Definition:
The total value of subsidies applied to invoices within the selected date range.

🎯 Purpose:
✔️ Tracks financial assistance provided to payers, such as government funding, scholarships, or organizational support.
✔️ Helps administrators monitor the impact of subsidies on overall billing.

📌 Example:

💡 Pro Tip: Reviewing subsidy totals helps evaluate funding distribution and ensures accurate financial reporting! ✅💰

📖 Definition:
The total value of all invoices before any discounts or subsidies are applied.

🎯 Purpose:
✔️ Reflects the full chargeable amount for services provided.
✔️ Provides a baseline view of potential income before any reductions.

📌 Example:

📖 Definition:
The net value of all invoices after applying discounts and subsidies.

🎯 Purpose:
✔️ Represents the actual income expected from issued invoices.
✔️ Helps administrators track adjusted revenue after financial aid and discounts.

📌 Example:

📖 Definition:
The total amount still outstanding, including partially paid, unpaid, and overdue invoices.

🎯 Purpose:
✔️ Tracks the total receivables owed, helping administrators identify pending and overdue payments.
✔️ Helps ensure timely follow-ups with payers.

📌 Example:

✅ Summarizes Financial Metrics

✅ Aids in Decision-Making

✅ Supports Follow-Ups

✔️ The Total Statement offers a high-level view of the financial state of your billing transactions.
✔️ By tracking Discount Amount, Subsidy Amount, and Total Due, administrators can manage cash flow and optimize billing efficiency.
✔️ Use this section to monitor trends and ensure timely payments for a smooth financial workflow.

💡 Pro Tip: Regularly reviewing the Total Statement helps keep financial records organized and supports proactive payment collection! ✅📊

The Invoices Tab provides powerful filtering tools to help you locate and manage specific invoices quickly. You can use the search bar or the predefined filters, which can be applied individually or in groups, to narrow down your results effectively.

📖 Definition:
The Search Bar enables you to quickly find a specific child or payer by name.

🎯 Purpose:
✔️ Saves time by locating invoices instantly without scrolling through the full list.
✔️ Helps in retrieving financial records tied to a specific payer or child.

📌 Example:

💡 Pro Tip: Use partial names if unsure of the full spelling—for example, typing "Sophia J" will bring up all matches related to that name! 🔎✅

On the app, the search bar is integrated within the purple filter funnel icon, located at the top-right corner of the Invoices List.

💡 Pro Tip: Tap the purple funnel icon to access both search and filter options for quickly finding specific invoices on the go! 🔎📲✅

The filters appear as clickable blocks at the top of the Invoices List, allowing users to quickly sort and manage invoices based on specific categories. These filters help streamline billing oversight, payment tracking, and follow-ups.

✅ Paid
📖 Definition: Displays all invoices that have been fully paid
🎯 Use Case: Check payment completion for reconciliation or financial reporting.

✅ Partially Paid
📖 Definition: Shows invoices where only a portion of the total amount has been paid.
🎯 Use Case: Identify invoices that require follow-up to collect the remaining balance.

✅ Outstanding
📖 Definition: Lists all invoices with any balance still unpaid, but there is still time until they are due.
🎯 Use Case:
✔️ Track invoices that require further action to ensure payment is completed.
✔️ Identify unpaid balances early to follow up before they become overdue.

✅ Due
📖 Definition: Displays invoices with amounts currently due but not yet overdue.
🎯 Use Case: Proactively manage payments before they become overdue.

✅ Past Due
📖 Definition: Shows invoices that are overdue and require immediate attention.
🎯 Use Case: Prioritize collection efforts for overdue payments.

✅ Cancelled
📖 Definition: Lists all invoices that have been canceled.
🎯 Use Case: Track canceled transactions for audit purposes or adjustments.

✅ Payment in Processing
📖 Definition: Displays invoices where payments are currently being processed but not yet completed.
🎯 Use Case: Monitor payment statuses to ensure timely completion.

✅ Select Filters Individually or Combine Them

✅ Dynamic Filtering

💡 Pro Tip: Use filters strategically to focus on unpaid invoices, track overdue payments, and streamline reconciliation efforts! 🔎📊✅

The purple funnel icon in the Invoices Tab allows you to apply multiple filters simultaneously, ensuring that only invoices matching all selected criteria appear in the results.

📌 Why Use It?
✅ Helps narrow down invoices based on specific conditions.
✅ Ideal for advanced filtering, such as finding invoices that are both past due and partially paid.
✅ Saves time by allowing precise searches instead of manually scanning through large lists.

💡 Pro Tip: Use the purple funnel filter when you need to apply multiple conditions at once for a more refined and efficient search! 🔎✅

The filter tool allows you to refine search results based on specific invoice details, making it easier to track, review, and manage financial records. Below are the available filtering options:

📌 Note:
On the app, Subsidy and Discount filters are not yet supported. To filter invoices based on subsidies or discounts, please use the portal version for full functionality.

💡 Pro Tip: Use the portal’s advanced filtering options for a more detailed financial overview and reporting! ✅📊

📍 Options:

📖 Definition: Allows you to filter invoices by the exact date they were generated.

🎯 Purpose: Helps track and retrieve invoices based on when they were issued for financial review.

📖 Definition: Specifies the service period covered by the invoices (e.g., January 1–15, 2023).

🎯 Purpose: Useful for reviewing invoices tied to a particular billing cycle or program period.

📖 Definition: Filters invoices based on the room or classroom associated with the child.

🎯 Purpose: Enables tracking invoices specific to a certain classroom, helping with budgeting or group-based financial analysis.

📖 Definition: Allows filtering invoices by the specific subsidy program applied.

🎯 Purpose:
✔️ Easily track and manage invoices tied to financial aid or support programs (e.g., government subsidies, grants).
✔️ Helps administrators monitor funding usage across different subsidy programs.

📌 Example: Select "Government Childcare Subsidy" to view all invoices where this subsidy was applied.

📖 Definition: Enables filtering invoices by the specific discount applied.

🎯 Purpose:
✔️ Helps identify invoices benefiting from specific discounts (e.g., sibling discount, promotional offers).
✔️ Useful for analyzing the impact of discounts on revenue.

📌 Example: Select "Sibling Discount" to see all invoices where this discount was used.

📖 Definition: The QR Reference for invoices allows users to quickly locate specific invoices using the unique QR reference code generated for each invoice transaction. This feature is particularly useful in Switzerland and Europe, where invoices often include structured QR payment references for automated processing.

🎯 Purpose:
✔️ Allows quick retrieval of invoices using the unique QR reference code.
✔️ Helps in verifying and tracking invoices associated with QR-based transactions.

📌 Example: Enter the QR reference code to find the corresponding invoice instantly.

⚠️ Note: This option is only visible to users residing in Switzerland or Europe.

The Invoice Report can be downloaded in two formats: CSV and Excel. Each format is useful depending on how you plan to view, analyze, or work with the data.

1️⃣ Navigate to the Invoices Tab

2️⃣ Click the Download Button

📍 On the Portal:

📍 On the App:

3️⃣ Select a Format and Report Type

📌 Note: The report can also be downloaded directly from the Report Center. A link to access the Report Center is provided at the end of this article for convenience. ✅📊

When downloading the Invoice Report, you can choose between CSV (Comma-Separated Values) and Excel (XLSX), each offering unique advantages depending on how you intend to use the data.

📖 Definition:
A plain text file where data is separated by commas for easy readability and system compatibility.

🎯 Advantages:
✔️ Simplicity – Easily opened with text editors, spreadsheet software, and database tools.
✔️ Compatibility – Works across multiple platforms, including third-party financial systems.
✔️ Lightweight – Smaller file size makes it ideal for sharing or importing into other applications.

📌 Use Case:
Best for integrating data into other platforms or performing basic analysis with tools like Google Sheets or system imports.

📖 Definition:
A file format used by Microsoft Excel and other spreadsheet software, supporting advanced data manipulation, formatting, and visualization.

🎯 Advantages:
✔️ Advanced Analysis – Use built-in functions, pivot tables, and visualization tools for in-depth insights.
✔️ Formatting Options – Customize data with color codes, conditional formatting, and formulas.
✔️ User-Friendly – Easier for those familiar with spreadsheet tools to navigate and analyze data.

📌 Use Case:
Best for in-depth analysis, data visualization, and financial reporting, especially when preparing reports for presentation or internal reviews.

💡 Pro Tip:

The data included in your downloaded report reflects only the invoices specified by your applied filters, not all invoices by default.

✅ Before Downloading:
✔️ Review and adjust filters to ensure the report includes the desired invoices.
✔️ If no filters are applied, the report may contain only a limited selection rather than the full invoice list.

💡 Pro Tip: Always double-check your filter settings before downloading to avoid missing important financial data! 🔍📊✅

Each invoice contains essential details that help track billing, payments, and financial records efficiently. Below is a breakdown of key invoice data points and their importance in the report.

1️⃣ Location Name
📖 Definition: The name of the center or branch where the child is enrolled.
🎯 Purpose: Identifies which location issued the invoice, making it easier to track and report transactions.

2️⃣ Invoice Date
📖 Definition: The date the invoice was generated.
🎯 Purpose: Helps determine when the invoice was issued to the payer for accurate payment tracking.

3️⃣ Invoice Number
📖 Definition: A unique identifier assigned to each invoice.
🎯 Purpose: Essential for tracking, referencing, and resolving payment inquiries.

4️⃣ Payer Email/Mobile
📖 Definition: The contact details of the payer.
🎯 Purpose: Ensures billing communications reach the correct recipient for follow-ups or reminders.

5️⃣ Child Name
📖 Definition: The name of the child associated with the invoice.
🎯 Purpose: Links the invoice to the child's services, ensuring billing accuracy.

6️⃣ Child Birthday
📖 Definition: The child's date of birth.
🎯 Purpose: Provides age context, which may influence fee structures, eligibility, or subsidy qualifications.

7️⃣ Child Start Date
📖 Definition: The enrollment start date of the child.
🎯 Purpose: Ensures the invoice aligns with the child’s service period and enrollment history.

8️⃣ Room
📖 Definition: The classroom or group the child is assigned to.
🎯 Purpose: Links billing details to a specific room, helping track service allocation.

9️⃣ Payer Name
📖 Definition: The name of the individual responsible for payment.
🎯 Purpose: Identifies who is financially accountable for the invoice.

🔟 Invoice Due Date
📖 Definition: The deadline for invoice payment.
🎯 Purpose: Helps manage timely payments and avoid overdue balances.

1️⃣1️⃣ Invoice Start Date
📖 Definition: The first day of the billing period covered by the invoice.
🎯 Purpose: Ensures clarity on when the invoiced services began.

1️⃣2️⃣ Invoice End Date
📖 Definition: The last day of the billing period covered by the invoice.
🎯 Purpose: Specifies the total duration of services billed.

1️⃣3️⃣ Invoice Status
📖 Definition: Indicates the current payment status of the invoice.
📍 Examples:
✔️ Paid – Invoice has been fully settled.
⏳ Pending – Payment has not yet been made.
❌ Overdue – Payment is past the due date.
🎯 Purpose: Helps administrators track unpaid balances and completed payments for financial planning.

1️⃣4️⃣ Gross Amount
📖 Definition: The total invoice amount before any adjustments (discounts, subsidies, or taxes).
🎯 Purpose: Shows the full cost of services before any reductions.

1️⃣5️⃣ Due Amount
📖 Definition: The remaining balance after applying payments, discounts, and subsidies.
🎯 Purpose: Tracks what is still owed on the invoice.

1️⃣6️⃣ Charged Products and Services
📖 Definition: The specific services or products billed in the invoice (e.g., tuition, activities, meal plans).
🎯 Purpose: Provides transparency into what the payer is being charged for.

1️⃣7️⃣ Subsidy Contribution
📖 Definition: The subsidy applied to the invoice and its source (e.g., government funding, grants).
🎯 Purpose: Helps track financial assistance provided to the payer.

1️⃣8️⃣ Discounts, Taxes, and Parent Amount
📖 Definition:
✔️ Discounts – Any reductions applied to the invoice.
✔️ Taxes – Any applicable tax amounts added to the invoice.
✔️ Parent Amount – The final amount the parent is responsible for paying.
🎯 Purpose: Summarizes financial adjustments to provide a clear picture of the final cost.

1️⃣9️⃣ Net Amount
📖 Definition:

The Aging Report is a financial tracking tool that provides a detailed breakdown of outstanding invoices, categorized by how long they have been due. This report helps you monitor overdue payments, prioritize collections, and maintain financial stability.

The Aging Report tracks unpaid invoices by aging periods (e.g., 0–30 days, 31–60 days, etc.), helping you identify overdue payments and take appropriate action.

✅ Excel (XLSX):

📌 Track Outstanding Payments
✔️ Identify unpaid invoices and categorize them by aging periods (0–30 days, 31–60 days, 61+ days, etc.).

📌 Focus Collection Efforts
✔️ Highlight invoices that need immediate follow-up to ensure timely payments.

📌 Monitor Financial Health
✔️ Assess the status of receivables to maintain a steady cash flow and prevent excessive overdue balances.

The Aging Report provides a detailed breakdown of outstanding invoices, categorizing them based on how long they have been unpaid. This helps administrators track overdue payments, prioritize collections, and maintain financial stability.

1️⃣ Child Name
📖 Definition: Displays the name of the child associated with the invoice.
🎯 Purpose: Links the outstanding invoice to the child receiving the services.

2️⃣ Invoice Number
📖 Definition: A unique identifier assigned to each invoice.
🎯 Purpose: Helps with tracking and referencing specific invoices.

3️⃣ Invoice Date
📖 Definition: The date the invoice was generated.
🎯 Purpose: Indicates when the invoice was issued to the payer.

4️⃣ Room Name
📖 Definition: The classroom or group the child is assigned to.
🎯 Purpose: Identifies which room or program the billed services belong to.

5️⃣ Payer Name
📖 Definition: The name of the individual responsible for payment.
🎯 Purpose: Links the invoice to the payer for follow-ups and collections.

6️⃣ Payer Current Balance
📖 Definition: Displays the total outstanding balance for the payer, including all invoices linked to their account.

🎯 Purpose: Provides a snapshot of the total amount owed by the payer.

7️⃣ Invoice Due Date
📖 Definition: The payment deadline for the invoice.
🎯 Purpose: Indicates when the invoice should be paid to avoid it becoming overdue.

8️⃣ Invoice Status
📖 Definition: Displays the current state of the invoice, such as Paid, Overdue, or Processing.
🎯 Purpose: Helps track payment progress and identify overdue invoices.

9️⃣ Invoice Amount
📖 Definition: The total amount billed on the invoice before it is categorized as overdue.

🎯 Purpose: Reflects the gross amount owed for accurate financial tracking.

These columns categorize overdue invoices based on how long they have remained unpaid:

🔹 1–30 Days Overdue
📖 Definition: Invoices that have been unpaid for 1–30 days beyond the due date.
🎯 Purpose: Highlights recent overdue payments for immediate follow-up.

🔹 31–60 Days Overdue
📖 Definition: Invoices overdue between 31–60 days.
🎯 Purpose: Identifies moderately overdue invoices requiring prioritized collection efforts.

🔹 61–90 Days Overdue
📖 Definition: Invoices that have been outstanding for 61–90 days.
🎯 Purpose: Signals invoices that may need escalated attention to prevent long-term non-payment.

🔹 Over 90 Days Overdue
📖 Definition: Invoices overdue by more than 90 days.
🎯 Purpose: Highlights critical overdue invoices that may require formal collection processes or intervention.

✔️ Categorizing overdue invoices makes it easier to track, prioritize, and take action on outstanding payments.
✔️ Using payer current balance and aging categories helps focus collection efforts on the most overdue amounts.
✔️ Reviewing all key fields, such as invoice status and room name, ensures accurate follow-ups and financial record-keeping.

💡 Pro Tip: Regularly monitoring the Aging Report helps maintain healthy cash flow and prevents long-term overdue balances! ✅📊

📊 Make data-driven decisions with ease! The Report Center: Your Data Hub for Smarter Decision-Making! is your one-stop destination for tracking attendance, billing, staff management, and more.

🔍 Explore key features like:
✅ Customizable reports for attendance, scheduling, and financial tracking.
✅ Staff and child management insights to streamline operations.
✅ Easy exporting of reports for analysis and record-keeping.

🚀 Take control of your center’s data today! 📊📥✅