Invoices

⚠️ Invoices should not be used as statements!

💡 Invoices allow you to generate a report of charges (e.g. attendances) and credits (e.g. CCS) within a billing period to help families understand how their fees are calculated.

The invoices consisted of two main areas:

1. Transactions Summary
• Includes the opening balance (amount owing as of the start of the invoice period), a list of credits and debits during the period, and the total 'balance' of the amount owing.
2. Session Details
   
• Includes a breakdown of each individual attendance for each child with the session fee and benefits

💻 Billing > Family Accounts > Billing Structure (tab)

➜ Learn more about billing setup options

💻 Billing > Invoices

1. Enter the dates of the invoice period (Mon to Sun)
2. Select Families or Tags
3. Click Generate Invoices

You can view invoices under the Invoices History section using the filters to view invoices for a specific family, tag, reference, or status.

Filters:

• Date range - look for invoices generated between two dates
• Select Family - allows you to view invoice history for a single family
• Tags - shows all invoices where a specific custom tag is used
• Reference/Invoice # - shows all invoices with the same reference
• Transaction Type/Status - filter by Open, Completed, Processing, Rejected, Deleted, Overdue, Has Amount Owing, Amount Owing (with Payment Details)
• Status - sort by Latest, Name, or Amount

Click Get Invoices to apply the filters

Send Notification to Families about Invoices

• Clicking this button sends a push notification to all of the families with a new invoice
• Applying filters to reduce the list of invoices on the screen will reduce the number of families receiving the notification

Debit Latest Reference/Outstanding

• This will look for the first reference at the top of your list and debit all invoices with the same reference
• You can apply filters to change the reference period that gets debited
• Clicking the button again will then take payment for the next reference period on the list

Regenerate Invoices

• You are able to Regenerate an Invoice if a Childs Attendances have changed or CCS entitlements have been made or further debits/credits applied to the account by using the ‘REFRESH’ icon

Debit Now

• Click on the Tasks menu for an invoice to debit that individual invoice

Deleting Invoices

• You can delete invoices with an Open status by clicking on the Tasks menu and clicking Delete Invoice

Email Invoices

• Click on the Tasks menu for an invoice to send it via Email (Transactional Invoices Only)

Export to Excel

• Click the button in the bottom right corner to export your invoices list as a spreadsheet

• Email Invoices - sends an email to parent/carers linked to the family account who have a valid email address
• Delete Invoices - deletes all Open invoices with the same reference period
• Refresh Invoices - regenerates all Open invoices with the same reference period

To support you in managing family accounts and billing effectively in OWNA, we’ve included our Invoicing Tasks Guide.
This PDF outlines all key invoicing processes, including:

• Daily tasks to complete to ensure seamless invoicing and CCS payments
• After invoice day, tasks to assist in reconciling accounts

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