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How to Set Up Your Invoice

This guide walks you through setting up your invoice settings and creating invoices for your students.

Step 1: Go to Accounting Setup

  1. Navigate to Settings

  2. Click Accounting Setup

This is where you’ll configure how your invoices look and how billing works.

Step 2: Customize Your Invoice

Under Invoice Customization, you can configure the following:

1. Stripe Integration 

  • If you want to accept online payments, you can connect your Stripe account here.

  • If Stripe is not connected, you can still create invoices and manually record payments.

2. Add a Friendly Note

  • Enter a short message that will appear on invoices (for example, a thank-you note or payment reminder).

3. Add a Legal Note

  • Include any legal or payment terms such as refund policies or late fees.

Step 3: Add a Billing Profile

Billing profiles define how you charge for your services.

  1. In Accounting Setup, go to + Billing Profiles

  2. Fill in the following information:

    • Billing Profile Title

    • Description

    • Type:

      • Package

      • Hourly

      • Block of Hours

    • Currency Symbol

    • Rate

  3. Click Submit

You can create multiple billing profiles for different services.

Step 4: Add Charges or Payments to a Student

  1. Open the Student Record

  2. Go to the Accounting tab

  3. Click the Menu icon

From the menu, choose one of the following:

1. Add Line Item

Use this option to charge for services. You can enter:

  • Date

  • Miles (if applicable)

  • Hours

  • Minutes

  • Billing profile

  • Rate

  • Purpose or description

2. Record Payment

Use this option if a payment has already been received. You can enter:

  • Date

  • Currency

  • Amount

  • Payment method

  • Notes

Step 5: Preview or Send the Invoice

Once at least one line item or payment has been added:

  1. Click the Menu icon

  2. Select Preview Invoice or Send Invoice

You’ll be able to review the invoice before sending it to the family.

Note: Make sure you click the "parent icon" to control which entries appear on the invoice.

Optional: Add Line Items Using Time Tracking

You can also add charges using the Time Tracking feature:

  1. Start the time tracker while working on a student

  2. Stop the tracker when finished

  3. Click Add Line Item

Read more here: Student Profile - Stopwatch, Time Tracking