Invoicing Tab

The Invoicing tab controls how financial information is displayed on invoices and how invoice status is tracked throughout the billing lifecycle.

While many districts use invoicing only occasionally, others rely on it heavily for lost devices, damage charges, or internal cost recovery. Because of that, these settings are intentionally simple but impactful.

Invoice Management

The Invoice Management section controls how cost information is presented on invoices generated within Manage1to1.

Showing Actual Cost on Invoices

When enabled, invoices will display the actual unit cost of items listed on the invoice.

This setting is most commonly used by districts that:

• Bill students or staff for lost or damaged devices
• Require transparent cost documentation for audits or disputes
• Recover costs internally between departments or schools

Before enabling this setting, districts should ensure that unit costs are properly configured for all applicable devices and parts. If costs are missing or inconsistent, invoices may appear incomplete or misleading.

Districts that prefer to handle cost disclosure outside of Manage1to1, or that use flat replacement fees, often leave this option disabled.

Changes to this setting apply to invoices generated after the setting is saved.

Invoice Status

Invoice statuses allow districts to track where an invoice is in its lifecycle. These statuses are visual indicators used throughout the invoicing screens and reports.

Common default statuses include:

• Unpaid
• 1st Notice
• 2nd Notice
• Final Notice
• Paid
• Cancelled
• Collections

Statuses can be color-coded to make it easier for staff to quickly identify invoices that require attention.

Note

The Unpaid, Paid, and Cancelled invoice statuses are system-defined and cannot be modified or removed. These statuses are used by Manage1to1 to control core invoice behavior, including balance tracking, reporting, and automated system actions. If additional workflow steps are needed, create custom invoice statuses instead of altering these defaults.

Custom Statuses

Districts may modify up to 3 custom invoice statuses to align with internal processes or board-approved workflows. For example, some districts may utilize statuses related to internal review, write-offs, or administrative approval.

Statuses can be edited as needed, but once a status is actively in use, care should be taken when renaming or removing it to avoid confusion in historical records.

Invoice status changes do not modify financial data, but they do help staff manage follow-up, reporting, and accountability.

Best Practices

Districts that use invoicing successfully tend to follow a few consistent practices:

• Clearly define when invoices are generated and by whom
• Use status colors consistently to highlight overdue or escalated invoices
• Avoid changing invoice statuses retroactively unless necessary
• Ensure unit costs are reviewed periodically if actual cost display is enabled

Keeping invoice settings simple and predictable helps reduce confusion for both staff and families.