Manual invoices

Use a manual invoice for a one-off charge. A late fee, a supply charge, an extra day.

Old invoices. To enter a late fee or one-off charge from before CubbyPro, set the Invoice date to the day it was issued. It is the invoice date on the PDF and sits on the child’s statement by that date. Approve it, then record any payment with the day the money arrived.

The invoice PDF reads in sections. At the top: your logo, name and contacts on the left, and INVOICE, its number and a status pill on the right (Paid in full, Due, Overdue or Void). Then Bill to (both parents on one line, as in “Parent 1 & Parent 2”, when the child has two) and the child on one side, and the invoice date, due date and amount due on the other. Under Summary of charges come the charges, the total and each payment with its date and method, then the Balance due in a coloured band: green once paid, blue while owing, red when overdue, grey when void. On a manual invoice the period shows with the dates, and your notes appear in a box right under the Balance due. The Download CSV shows the notes near the top.

Invoice contacts and thank-you line. Finance › Parent invoices › Invoicing settings tab › Invoice footer. The thank-you message prints at the bottom of every invoice PDF. The contact email, phone and website print at the top. The phone prints exactly as typed, so an extension like EXT 1 shows.

If the manual invoice replaces the regular care billing for its dates, tick covers period. Generation then skips those days instead of double-billing them.

Check the dates before saving. Start must be before end.

A covers-period invoice that spans two billing periods is fine. Generation bills only the uncovered days of each period.