Creating an invoice in eyenquiries
Sometimes, it's necessary to request payment from parents during the enquiry process, which is why eyenquiries has its own invoicing system. It shares some features with the eymanage invoicing system.
Creating an invoice
- Go to eyenquiries > Pipeline.
- Click on a child’s name to bring up their enquiry profile.
- On the bottom right, next to Transactions, click on the
button to create an invoice.
- Fill in the information in the pop-up window that appears:
- Date of Invoice: What date the invoice is sent.
- Due Date: When you expect to receive payment.
- Reference: What the invoice is for.
- Item Name: Choose a Product/Service from the drop-down menu (find out more). Selecting one will automatically fill in the other fields with preassigned information.
- Description: A description of the Product/Service. Can be changed after choosing an Item Name.
- Quantity: The number of items charged for. You can type in a number or use the arrows. Changing the number will automatically alter the Amount (£).
- Unit Price: The price of one item. Can be changed after choosing an Item Name.
- Disc%: The discount applied to this payment. The Total Discount and discounted price can be seen in the bottom right.
- Amount (£): The price of the item multiplied by its quantity.
- Click on +Add a new line to add more items. These can be deleted using the
icon on the right.
- Click Save as Draft or Approve and Send in the bottom right.
- Clicking on the arrow next to Approve and Send will give the option to Save and Approve. This option will create the invoice normally, but it will not be sent to the parent.
- You can see all pending invoices for all enquiries in eyenquiries > Invoices.
Only users with the right permissions can approve invoices. Some users will need to seek approval.
Sending invoices with eypay
eypay is our payment platform that integrates with eymanage and eyenquiries to allow parents to pay their nursery fees through the system. You can find out more about how to set-up eypay in-app payments in this article.
Once you have a payment account on eypay, whenever you send an enquiries invoice to parents, they will also receive a payment link that allows them to pay the fee through Unipaas checkout. Parents who pay this way will only be able to use Debit/Credit Card, or Pay by Bank, so be sure to have those payment methods enabled on the associated account.
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