Payments, credits, and corrections
Record payments from the invoice actions as they arrive: amount, method and payment date. The date is today unless you change it. When you record a payment later, set it to the day the money arrived; it can’t be in the future. Partially paid invoices stay open. The invoice’s Download PDF and Download CSV list each payment with its date and method, and a paid invoice shows the day it was paid. Money moved in from or out to another invoice is listed apart from the payments.
Refunds. A refund is money you gave back: Refund as the method, or a note that says refund. It shows as a refund on the statement, in the Payments list and on the tax receipt alike. A refund can’t be dated before the last payment on the invoice, or in the future. Lowering the total paid without a refund is a correction, not a refund.
One payment for several invoices. Record money once, the way it shows on the bank statement. On the child’s Billing tab click + Add new › Record payment, or tick the invoices on Parent invoices and click Record payment in the bar at the bottom. Enter the amount received and the payment date, then tick the invoices it pays. It fills the oldest invoices first, and you can change any amount. If the family sent more than the ticked invoices owe, the rest is overpaid on the newest one and moves by itself (see Overpayments). The window says where the extra goes, and a message after saving says what moved. The child’s statement and Payments list show it as one payment, with the invoices it paid. To remove it (a cheque that bounced, or a mistake), click Delete on that line: it comes off every invoice it paid.
A payment that bounced. Delete it on the child’s statement, or in the invoice’s payment window. If money it overpaid had already moved to other invoices, it comes off them too, and they owe it again; a message says which. Money already refunded from it stays refunded: the invoice then shows that much more owed.
The child’s Billing tab also lists the child’s payments for any dates, newest first, by the day the money arrived: This year, Last year, Last 12 months, All time, or your own From and To. It shows what came in, any refunds and the net, late fees included. Download CSV saves the same list. Tax receipt downloads the family’s receipt for the year those dates are in (last year’s for wider dates), brought up to date first so every refund is in it.
Unpaid balances count sent invoices only. Drafts and cancelled invoices are not money owed, so drafts have their own line, Unsent draft invoices. An overpaid invoice shows on its own under Overpayments.
Overpayments. Money a family pays over an invoice moves by itself. First it pays the child’s older invoices that still owe. What is left goes on the child’s next invoice when that invoice is approved, before it is emailed, so the invoice, its PDF and the email show what is left to pay. Each move shows on the child’s statement as Moved, with Undo, and never goes to a brother’s or sister’s invoice. Overpayments recorded before this began (October 2026) stay where they are until you move them. To give money back, or move it yourself, use Refund or Move to another invoice: on the banner on the child’s Billing tab, in the overpaid invoice’s Actions menu on Parent invoices, or in its payment window. In an invoice’s payment window a move reads Overpayment from or Moved to, with the other invoice, and Undo this move. Money you refund, or a move you undo, stays where you leave it. The family’s tax receipt stays right either way: money moved between invoices is not a payment, so it is not on the receipt, and the payment it came from counts once.
An invoice with no period, such as a late fee or a one-off charge, counts on its invoice date: in the invoice list, for Approve all, on the Report tab and in the Finance CSV. The list and the Report tab show that date where the period would be, and the Finance CSV has an Invoice date column.
To compensate a family, add a credit note from the child’s Billing tab. Credits apply themselves to the next invoice, oldest first.
Credit date. A credit note is dated today. For a credit owed from an earlier day, set the Credit date to that day; it can’t be in the future. The credit note, its number and the statement all use that date.
Refunding a credit. Click Refund on the credit, in the Credits tab of Parent invoices or on the child’s Billing tab. Enter the amount, the refund date, the method and any notes. The amount starts at everything left on the credit. Refund less and the rest stays on the credit for later invoices. Refunding all of it closes the credit. CubbyPro records the refund; send the money yourself.
Taking a credit back off an invoice. Click Unapply next to the invoice, under the credit in the Credits tab of Parent invoices or on the child’s Billing tab. Say why it is coming off (for example, applied to the wrong child); a reason is required and stays inside the agency. The credit line comes off that invoice and its total goes back up by the same amount, so a paid invoice can show money owed again. For an invoice the family already has, Email the updated invoice to the parents is ticked: each parent gets the new invoice with a line saying the credit was taken off and the balance due, never the reason. The money goes back on the credit: apply it to another invoice, refund it or void it, or the next invoice uses it automatically. On a draft, regenerating the draft puts it back. To void a credit that is on an invoice, Unapply it first.
What was taken off, and why. Each credit lists the invoices it is on, with the day it was applied, and every time it was taken off: Taken off, the invoice, the amount, the day, who did it and why. The invoice shows the same line on the child’s Billing tab, in Preview and in the payment window. Audit logs › Show › Credit unapplied lists every Unapply in one place; Credit events shows applies, voids and refunds too.
The Credits list shows how much of a credit was refunded and each refund with its date and method. A credit with a refund can’t be voided.
The child’s statement on the Billing tab lists invoices, payments, credit notes and refunds, newest first, with a running balance. The five latest show; scroll inside the statement for older ones. Money paid back shows as Refund. A credit note that was refunded to the family shows the credit on its date, then each refund on the day the money went back.
Draft invoices can be edited or deleted freely.
A sent invoice that is wrong and unpaid can be deleted from its actions menu, then made again: on the child’s Billing tab, click + Add new › Generate from attendance and pick the same period. It comes back as a draft to review and send.
Deleting an invoice with moved money. Overpaid money moved onto it goes back to the invoice it came from. If it had moved by itself, it goes on the child’s next invoice when that is approved, such as the one you make again; if you moved it, it stays overpaid where it came from. Money that moved off it comes off the invoice it went to, which owes it again.
Never delete a paid invoice. Issue a credit note instead so the payment trail stays intact.