Creating invoices

Creating invoices


Once invoice settings and session scheduling have been set up for children, you are able to generate invoices based on the number of hours booked, the price of each session, additional products/services, and so on. Invoices can be created for just one child, or multiple at once. 

Generating invoices

Generating invoices for an individual child

  1. Click on Children in the sidebar.
  2. Click on a child’s name to bring up their profile.
  3. Click on the Invoices tab on the left.
  4. In the top right, click Create+ > Monthly/Weekly/Termly Invoice (depending on Invoice Settings).
  5. Select which week/term/month this invoice is for.
  6. The Invoice Date and Invoice Due Date will be automatically filled in according to Invoice Settings. Click on the fields to edit them.
  7. To add a product or service:
    1. Click on Add Item in the top right.
    2. Choose an Item from the drop-down menu. 
    3. Fill out the details in the blank fields.
    4. Click Add new line to add another item.
    5. Click Add Item in the bottom right to confirm.
  8. Click Generate Invoices > As Draft/As Approved. Note that only approved invoices can be sent to parents, or have payments allocated to them.

Generating invoices for multiple children

  1. Click on eymanage > Invoices in the sidebar.
  2. Click Generate Invoices in the top right.
  3. Select which week/term/month these invoices are for.
  4. The Invoice Date and Invoice Due Date will be automatically filled in according to Invoice Settings. Click on the fields to edit them.
  5. Use the Rooms, Tags, Select Payment Term, and Select Filter fields to filter which children you can select for this invoice, according to information on their profiles. 
  6. In the Children section, check the boxes next to the children you want to send this invoice to.
  7. Click Generate Invoices > As Draft/As Approved. Note that only approved invoices can be sent to parents, or have payments allocated to them.
  8. You will be notified when all the invoices have been generated. This can take a while depending on how many you are generating at once.

Troubleshooting: Why are my invoices incorrect?

Invoices on eymanage are linked very closely to other features, all of which must be accurate before generating invoices. If you've noticed that the invoice details are incorrect, check that you haven't made a mistake while setting up terms/funding, session types, or invoice settings.

Regenerating invoices

If you’ve made minor changes to sessions, schedules, or settings, you can regenerate an invoice to update it with changes you’ve made. Not all changes can be applied through regeneration, but in some cases it can act as a quicker alternative to deleting and generating invoices again.

Regenerating invoices for an individual child

  1. Click on  Children in the sidebar.
  2. Click on a child’s name to bring up their profile.
  3. Click on the Invoices tab on the left.
  4. Click on an invoice. to view it.
  5. Click Regenerate Invoice in the top right.

Regenerating invoices for multiple children

  1. Click on eymanage > Invoices in the sidebar.
  2. Click on Regenerate Invoices in the top right.
  3. In the pop-up, select which Year and Month this is for. Only invoices for that year and month will be regenerated.
  4. Click on the Select Child field to choose whose invoices you want to regenerate, or check the box next to Regenerate for all Children to select all. 
  5. Click Regenerate Invoices.

Troubleshooting: Why hasn't regenerating the invoice fixed my problem?

Depending on what changes you've made, you may not be able to update invoices by regenerating them. If you've made changes to the term or funding settings, you'll need to delete the invoice and generate it again for the changes to apply. However, there is an exception to this, which is that if funding is allocated as per funding rates, then any changes to funding rates can be applied to invoices by regenerating them.

Creating a manual invoice

While eymanage gives you the ability to generate invoices automatically, Manual Invoices allow you to customise each individual line of the invoice, but you can only include products/services, and extra sessions that haven’t already been invoiced.
  1. Click on  Children in the sidebar.
  2. Click on a child’s name to bring up their profile.
  3. Click on the Invoices tab on the left.
  4. In the top right, click Create+ > Manual Invoice.
  5. Fill out the dates and reference at the top of the screen.
  6. To add a product or service:
    1. Click Add a new line. 
    2. Choose an Item from the drop-down menu. 
    3. Fill out the details in the blank fields.
  7. To add an extra session:
    1. Click Add Extra Sessions (Uninvoiced).
    2. Select the Year and Month when this session takes place.
    3. Click View.
    4. Click the  icon next to a session to add it to the invoice.
    5. Click Close to return to the invoice.
  8. Click Save as Draft or  > Save & Approve. Note that only approved invoices can be sent to parents, or have payments allocated to them.

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