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Invoice Profile

Overview​

The Invoice Profile is the central workspace for a single invoice. It includes invoice details, balance status, payment history, email history, and optional linkage to an incident.

Use the invoice profile when you need to manage an invoice beyond initial creation, including recording payments, sending invoice emails, or validating transaction history.

Invoice status and balance​

Invoice status reflects whether the invoice has an outstanding balance.

  • Unpaid: The invoice has a remaining balance.
  • Paid: The invoice balance has been fully resolved.

The profile displays:

  • Invoice amount
  • Remaining balance
  • Itemized invoice lines
  • Comments captured during invoice creation

Invoice Details tab​

Invoice Details is the primary view of the invoice and includes printable outputs.

Common actions and information:

  • Review billing name and address information
  • Confirm invoice items, quantities, and pricing
  • Reference invoice number, invoice date, and access code
  • Use print and PDF generation options for hard copy workflows
  • Use the portal payment link when districts provide online invoice payment access

Apply a Payment tab​

Apply a Payment is used to record a payment against the invoice balance.

This area supports partial payments and records each payment as a transaction entry tied to the invoice.

Key fields:

  • Amount Paid: The payment amount being applied
  • Transaction or Payment ID: Optional external identifier, such as a check number, receipt number, or card transaction reference
  • Payment Method: The method used for the payment, such as check
  • Notification: Optional confirmation email behavior, if enabled and configured

After payments are recorded, the Transaction Summary section provides an audit trail of amounts, payment dates, input source, and deletion controls based on permissions.

Email Invoice tab​

Email Invoice sends an invoice using a district configured email template and records the activity in the email log.

This area is used to standardize invoice communication and maintain a record of invoice notices.

Includes:

  • Template selection
  • Student email destination details
  • Optional guardian email behavior when guardian email exists and district rules allow it
  • Email log history showing when notices were sent and to whom

Assign to Incident tab​

Assign to Incident connects an invoice to an incident record by incident number.

This is typically used when invoice charges are associated with damages or other incident driven costs and the district wants the incident record to reflect financial actions.

When assigned:

  • The incident can reference the invoice for tracking and reconciliation
  • Staff can navigate between incident workflows and billing workflows with less manual cross referencing

Transaction Summary​

Transaction Summary appears on invoice profile tabs and serves as the audit record for payments and adjustments tied to the invoice.

This section is critical for:

  • Payment validation
  • Audit review
  • Dispute resolution support
  • Financial reconciliation workflows

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