Fees & Invoices

How invoicing works, creating invoices, recording payments, and handling approvals.

How Invoices Work

Invoices are created per student per month. Each invoice is tied to a billing cycle (e.g. June 2026).

Creating Invoices

Method 1: Generate Monthly (Recommended)

1. Click Generate Invoices.
2. Pick the month and year.
3. Invoices are created automatically for all active students:
   • If a student has a Flat Monthly Fee, that amount is used.
   • Otherwise, it's the total of all their enrolled subject fees.
   • Students with a zero total fee are skipped.
   • Students who already have an invoice for that month are skipped (no duplicates).

Method 2: Bulk Create

1. Click Bulk Create.
2. Select multiple students, enter one amount, the billing cycle, and a due date.
3. Same-amount invoices are created for all selected students.

Method 3: Single Create

1. Click Create Invoice.
2. Pick one student, enter the amount, billing cycle, and due date.
3. If an invoice already exists for that student and period, you'll see a clear warning.

Invoice Table

Each invoice shows:

• Student name
• Amount (MYR)
• Period
• Due date
• Status: Paid / Pending / Overdue / Canceled

Invoice Actions

Recording a Payment

1. From the invoice actions, click Record Payment.
2. Fill in:

Auto-Approved Methods

• Cash, Card, Other -- payment is approved straight away. The invoice becomes Paid.

Pending Approval

• Bank Transfer -- payment stays Pending until a manager reviews and approves it. You'll need to upload proof of payment.

Approval Flow (Bank Transfers)

1. Any staff member records a bank transfer payment with proof.
2. A manager must go to the invoice and Approve Payment.
3. Once approved, the invoice becomes Paid.
4. If rejected, a reason is recorded and the invoice stays Pending.

Outstanding Fees

The Outstanding Fees section shows all unpaid invoices grouped by student. From here you can:

• Send WhatsApp reminders
• Record payments
• See a running total of outstanding fees

Export & Import

• CSV Export -- download invoices as a CSV file.
• CSV Import -- bulk import invoices from a CSV file.