View Invoices

The View Invoices page displays all invoices in your Manage1to1 system, organized by payment status. This is your starting point for invoice management, payment processing, and billing follow-up.

You can access this page from the main navigation under Billing > View Invoices.

Permission Required

To view invoices, you need the View Invoices permission assigned to your role.

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Understanding Invoices

Think of invoices as bills for students and staff - charges for device fees, damage repairs, technology fees, lost devices, or any other district-defined fees that need to be tracked and collected.

Invoices track:

• Device damage repair costs
• Lost or stolen device replacement fees
• Technology fees (annual, semester, etc.)
• Loaner fees
• Other district-defined charges

What invoices contain:

• Line items (specific charges with quantities and prices)
• Billed-to information (name, address)
• Associated user (student or staff member)
• Payment history and remaining balance
• Comments and internal notes

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Invoice Status Sections

The View Invoices page is organized into two tabs showing invoices by payment status:

Unpaid Invoices

Shows invoices with outstanding balances that require follow-up.

What's included:

• Invoices with full balance unpaid
• Invoices with partial payments (balance still owed)
• Any invoice with remaining balance > $0.00

Common uses:

• Identify which families need billing follow-up
• Generate payment reminder lists
• Track outstanding balances by building
• Open invoice profiles to apply payments
• Send invoice emails to parents/guardians

Typical workflow:

1. Filter by building (if needed)
2. Sort by remaining balance (highest first)
3. Identify invoices needing immediate follow-up
4. Click invoice to open profile and apply payment or send reminder

Paid Invoices

Shows invoices that have been fully resolved with zero remaining balance.

What's included:

• Invoices paid in full
• Invoices marked as resolved
• Historical closed invoices

Common uses:

• Verify payment history for a specific user
• Confirm invoice closure for audit or reconciliation
• Research past billing for parent questions
• Export paid invoices for financial records

Typical workflow:

1. Search for specific user
2. Review payment history
3. Verify invoice was paid and closed correctly
4. Export for audit documentation if needed

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What You'll See on the Page

Both tabs (Unpaid and Paid) display invoice tables with the following information:

Column	What It Shows
Date	Invoice creation date
Invoice Number	Unique invoice identifier (e.g., INV-2024-001234)
Status	Current invoice state (Open, Partial, Paid, Voided)
Client	User (student/staff) the invoice is assigned to
Invoice Amount	Original total of the invoice
Remaining Balance	Outstanding balance after payments applied
Building	School/location of the associated user
Actions	View, Edit, Email, Delete buttons (based on permissions)

Example invoice entry:

Date: 03/15/2024
Invoice #: INV-2024-001234
Status: Partial
Client: Smith, John (Student)
Amount: $250.00
Balance: $150.00  (partial payment received)
Building: Lincoln Elementary
Actions: [View] [Edit] [Email]

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Filtering and Searching

Building Filter

Filter invoices by specific school or location:

How to use:

1. Click the Building dropdown
2. Select a specific building or "All Buildings"
3. Table updates to show only invoices from that building

Use cases:

• Building principals reviewing their school's unpaid invoices
• District billing reviewing all buildings
• Finance reconciling payments building-by-building

Quick Search

Type in the search box to filter by:

• User name (student or staff)
• Invoice number
• Building name

Search is instant - results filter as you type.

Sorting

Click any column header to sort:

• Date - Chronological order (newest or oldest first)
• Invoice Amount - Highest to lowest balances
• Remaining Balance - Identify largest unpaid amounts
• Client - Alphabetical by user name

Click again to reverse sort direction.

Show Entries

Control how many invoices appear per page:

• Options: 10, 25, 50, 100, All
• Default: Typically 25 per page
• Use "All" for smaller datasets or export preparation

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Common Use Cases

Scenario 1: Monthly Billing Follow-Up

Finance department needs to identify which families have unpaid balances:

1. Open View Invoices
2. Click the Unpaid Invoices tab
3. Sort by Remaining Balance (highest first)
4. Filter by Building if doing building-by-building follow-up
5. For each high-balance invoice:
   • Click View to open profile
   • Review invoice details
   • Click Email Invoice to send payment reminder
6. Export the list for phone call follow-up

Result: Prioritized list of families to contact for payment.

Scenario 2: Applying a Payment

A parent pays $100 toward their $250 invoice:

1. Find the invoice in Unpaid Invoices tab
2. Search for parent/student name or invoice number
3. Click View to open the invoice profile
4. Click Record Payment (on invoice profile page)
5. Enter payment amount: $100
6. Select payment method (check, cash, credit card)
7. Add note (e.g., "Check #1234")
8. Save payment

Result: Invoice balance reduced to $150, moves to partial payment status.

Scenario 3: End of Year Invoice Reconciliation

District finance needs to verify all invoices for the school year:

1. Open View Invoices
2. Unpaid tab - Export list of outstanding invoices
3. Paid tab - Export list of closed invoices
4. Cross-reference with accounting system
5. Identify discrepancies
6. Open specific invoices to research issues

Result: Complete reconciliation of school year billing.

Scenario 4: Device Damage Invoice Review

A parent calls questioning a damage invoice from 6 months ago:

1. Open View Invoices
2. Click Paid Invoices tab (if paid) or Unpaid (if not)
3. Search for student name
4. Click View to open the invoice profile
5. Review:
   • Incident reference (linked to damage incident)
   • Invoice line items (screen replacement, case, etc.)
   • Payment history
   • Comments/notes
6. Explain charges to parent based on incident details

Result: Answer parent's questions with complete invoice and incident information.

Scenario 5: Bulk Invoice Export for Mailing

District wants to mail paper invoices to all families with outstanding balances:

1. Open View Invoices > Unpaid Invoices
2. Filter by building (or leave as "All")
3. Select checkboxes next to invoices to include
4. Click Bulk PDF Export button
5. Download ZIP file of individual PDF invoices
6. Print and mail to families

Result: Physical invoice mailings for families without email.

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Invoice Actions

View Invoice

Click View to open the invoice profile page.

What you can see:

• Complete invoice details
• Payment history
• Associated incident (if damage-related)
• Billing contact information
• Internal comments

See Invoice Profile for complete details.

Edit Invoice

Click Edit to modify invoice information.

Permission Required

Editing invoices requires the Edit Invoices permission.

What you can modify:

• Invoice line items (add, remove, change prices)
• Billed-to information (name, address)
• Invoice date
• Comments/notes
• Associated user

Common edits:

• Correcting billing address
• Adjusting charge amounts after review
• Adding line items for additional charges
• Updating parent/guardian name

Cannot edit after payments applied: Many systems lock invoice amounts once payments are recorded to maintain financial integrity.

Email Invoice

Click Email to send invoice to parent/guardian.

What happens:

• Invoice PDF is generated
• Email is sent to guardian email (from user profile)
• Email includes invoice PDF attachment and payment instructions
• Email activity is logged on invoice

Use cases:

• Initial invoice notification
• Payment reminders
• Follow-up for partial payments

Email Requirements

The associated user must have a guardian email address configured in their profile. If no email exists, you'll receive an error.

Delete Invoice

Click Delete to permanently remove an invoice.

Use With Extreme Caution

Deletion is permanent and irreversible. Financial records are lost forever.

Permission Required

Deleting invoices requires the Delete Invoices permission.

When you CAN delete:

• Invoice was just created by mistake
• Invoice has no payment history
• Before invoice has been sent to families

When you CANNOT delete:

• Invoice has payments recorded
• Invoice has been emailed to families
• Historical financial records that need to be preserved

What to do instead: For invoices with payments, void the invoice instead of deleting it. This preserves the financial record while marking it as no longer actionable.

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Invoice Statuses

Invoices can have several status indicators:

Open

• Newly created invoice
• No payments applied
• Full balance outstanding

Partial

• Some payment received
• Balance still owed
• Remains in Unpaid tab

Paid

• Fully paid
• Zero remaining balance
• Appears in Paid tab

Voided

• Invoice cancelled or invalidated
• No longer actionable
• Preserves historical record

Overdue (if configured)

• Payment past due date
• May trigger automatic reminders

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Batch Export (Bulk PDF Generation)

If enabled for your district, you can export multiple invoices as PDFs in a single action.

How to use:

1. Check boxes next to invoices you want to export
2. Click Bulk PDF Export button
3. System generates individual PDF for each invoice
4. Download ZIP file containing all PDFs
5. Extract and use for printing or distribution

Common uses:

• Printing invoices for mailing
• Bulk invoice distribution to buildings
• Creating invoice packets for finance department
• Archiving invoice records

Tips:

• Select all invoices on a page using header checkbox
• Filter first to narrow results (e.g., one building only)
• Large exports (hundreds of invoices) may take several minutes

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Tips for Managing Invoices

✅ Do:

• Review unpaid invoices regularly (weekly or monthly)
• Send invoice emails promptly after creation
• Follow up on partial payments
• Document payment conversations in invoice comments
• Export paid invoices for financial record keeping
• Verify invoices before emailing to families
• Use building filters to organize follow-up work

❌ Don't:

• Delete invoices with payment history (void instead)
• Forget to follow up on partial payments
• Leave obvious errors uncorrected (wrong amounts, wrong user)
• Assume emails are received (verify guardian email addresses)
• Create duplicate invoices for the same charge
• Skip documentation of payment arrangements or conversations

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Understanding Billing Workflows

Invoice Creation → Payment → Closure

Typical lifecycle:

1. Create - Invoice created for damage, fee, or charge
2. Send - Email invoice to parent/guardian
3. Follow-up - Send reminder emails or make calls
4. Payment - Parent pays (full or partial)
5. Record - Payment applied to invoice in system
6. Close - Invoice marked paid when balance reaches $0
7. Archive - Paid invoice moves to historical records

Partial payment cycle: If parent pays in installments:

• Apply each payment as received
• Invoice stays in Unpaid tab until fully paid
• Remaining balance updates with each payment
• Send periodic reminders for remaining balance

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Building Access and Invoice Visibility

Your administrator account's building access determines which invoices you can see:

How it works:

• You only see invoices for users from buildings you have access to
• Building billing coordinators see only their building's invoices
• District finance sees all buildings' invoices (if granted access)

Example:

• Lincoln Elementary Secretary - Only sees Lincoln Elementary invoices
• District Accounts Payable - Sees all buildings across the district

This ensures financial data privacy and appropriate access control.

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Common Questions

Q: Why don't I see all the invoices in my district? You only see invoices for users from buildings you have access to (configured in your administrator account). Contact your system administrator if you need access to additional buildings.

Q: What's the difference between Invoice Amount and Remaining Balance?

• Invoice Amount - Original total when invoice was created
• Remaining Balance - Amount still owed after payments applied

Example: $250 invoice, parent paid $100, remaining balance is $150.

Q: Can I edit an invoice after payments have been applied? Editing capabilities may be limited once payments are recorded to preserve financial integrity. Check with your system administrator for your district's policy.

Q: What happens if I delete an invoice? The invoice and all its data are permanently removed. This cannot be undone. Only delete invoices created by mistake with no payment history. Otherwise, void the invoice instead.

Q: How do I void an invoice? This depends on your system configuration. Typically you edit the invoice and change its status to "Voided." Check with your system administrator for the exact process.

Q: Can I send an invoice email to someone other than the guardian email? By default, invoices email to the guardian email address configured in the user's profile. You may be able to manually send to a different address by exporting the PDF and emailing separately.

Q: What payment methods can be recorded? Typical options include cash, check, credit card, money order, and electronic payment. Exact options depend on your district's configuration.

Q: Can I create an invoice for multiple students at once? No, invoices are created per user. If multiple students in a family have charges, you'll create separate invoices for each student (though you can often combine for mailing).

Q: How long should we keep paid invoice records? Check your district's financial record retention policy. Many districts keep financial records for 7+ years for audit purposes.

Q: Why can't I email an invoice? Common reasons:

• User doesn't have guardian email configured in their profile
• Email is invalid or malformed
• Email system is not configured
• You don't have permission to email invoices

Regular invoice management ensures timely payment collection, accurate financial records, and proper accounting for device fees, damages, and other district charges.