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Billing History Tab

The Billing History tab provides a complete financial record of all charges and payments associated with a user. Think of it as the financial ledger for the person - showing every invoice created, amounts charged, payments received, and outstanding balances throughout their time in the district.

This tab is essential for tracking device fees, damage charges, technology fees, answering parent billing questions, and reconciling payments.

Permission Required

To view the Billing History tab, you need both the View Users permission AND the View Invoices permission assigned to your role. If you lack View Invoices permission, this tab won't be visible.

Understanding Billing History​

Think of billing history as a complete financial statement - every charge levied, every payment received, and every outstanding balance for this user's entire relationship with district technology.

What billing history shows:

  • All invoices (current and historical)
  • Invoice amounts and line items
  • Payment history (when, how much, payment method)
  • Remaining balances (what's still owed)
  • Invoice statuses (Unpaid, Partial, Paid)
  • Associated incidents (if invoice was damage-related)

What billing history doesn't show:

  • Individual invoice line item details (see individual invoice profile)
  • Payment receipts (see individual invoice profile)
  • Incident photos or damage assessment (see Incident History tab)

Why billing history is important:

  • Parent communication - Answer billing questions with complete payment records
  • Financial reconciliation - Verify charges and payments
  • Payment tracking - See which invoices are paid vs. outstanding
  • Collection efforts - Identify unpaid balances for follow-up
  • Accountability - Document financial relationship with user
  • Audit trail - Maintain complete financial records for compliance

What You'll See on the Tab​

The Billing History tab displays a table showing all invoice records for this user:

Billing History Table Columns​

ColumnWhat It Shows
Invoice #Unique invoice identifier (clickable to open invoice profile)
DateWhen the invoice was created
StatusPayment status (Unpaid, Partial, Paid)
Invoice AmountOriginal total amount of the invoice
Remaining BalanceAmount still owed after payments applied
DescriptionBrief summary of charges (e.g., "Device damage - screen repair")
ActionsView Invoice, Edit Invoice, Record Payment

Visual indicators:

  • Unpaid invoices - May be highlighted in red or with warning indicator
  • Partially paid invoices - May be highlighted in yellow or with partial payment badge
  • Paid invoices - Standard formatting or green checkmark

Example unpaid invoice:

Invoice #: INV-2024-001234
Date: 09/15/2024
Status: Unpaid
Invoice Amount: $250.00
Remaining Balance: $250.00
Description: Device damage - cracked screen and case
Actions: [View] [Edit] [Record Payment]

Example partially paid invoice:

Invoice #: INV-2024-002456
Date: 10/20/2024
Status: Partial
Invoice Amount: $450.00
Remaining Balance: $250.00 (paid $200.00)
Description: Lost device - Chromebook replacement
Actions: [View] [Edit] [Record Payment]

Example paid invoice:

Invoice #: INV-2024-000123
Date: 08/01/2024
Status: Paid
Invoice Amount: $50.00
Remaining Balance: $0.00
Description: Technology fee - Annual
Actions: [View]

Invoice Statuses​

Invoices move through various payment statuses during their lifecycle:

Unpaid​

What it means:

  • Invoice has been created
  • No payments have been applied
  • Full balance remains outstanding

Status indicator:

  • Status: Unpaid
  • Remaining Balance = Invoice Amount

What to do:

  • Send invoice to parent/guardian
  • Follow up with payment reminder
  • Track for collection efforts
  • Record payment when received

Partial​

What it means:

  • Invoice has received some payment
  • Balance is still owed
  • Payment plan may be in progress

Status indicator:

  • Status: Partial
  • Remaining Balance < Invoice Amount
  • Shows how much has been paid

Example:

  • Invoice Amount: $450
  • Paid to date: $200
  • Remaining Balance: $250

What to do:

  • Continue following up for remaining balance
  • Send balance reminder to parent/guardian
  • Record additional payments as received
  • Track payment plan if applicable

What it means:

  • Invoice has been paid in full
  • No balance remains
  • Financial transaction complete

Status indicator:

  • Status: Paid
  • Remaining Balance: $0.00

What to do:

  • No further action needed
  • Invoice preserved for audit trail
  • Available for parent reference if questioned

Common Invoice Types​

Invoices on this tab may represent various types of charges:

Damage Charges​

What they are:

  • Costs for repairing or replacing damaged devices
  • Result from incident reports

Typical charges:

  • Screen repair: $100-$150
  • Water damage repair: $150-$300
  • Full device replacement: $300-$800

Cross-reference:

  • Link to Incident History tab to see damage details
  • Invoice typically references specific incident number

Loss/Theft Charges​

What they are:

  • Replacement cost for lost or stolen devices
  • Full device replacement value

Typical charges:

  • Chromebook replacement: $300-$500
  • iPad replacement: $400-$800
  • Laptop replacement: $500-$1200

Cross-reference:

  • Link to Incident History tab for loss/theft details
  • May show investigation status

Technology Fees​

What they are:

  • Annual or semester fees for technology program
  • District-mandated fees for device usage

Typical charges:

  • Annual tech fee: $25-$100
  • Semester fee: $15-$50
  • Insurance premium: $20-$75

Characteristics:

  • Usually charged at beginning of school year
  • Not incident-related
  • May be required for device checkout

Other Charges​

District-specific charges:

  • Loaner fees (if applicable)
  • Late return fees
  • Missing accessory charges (charger, case, stylus)
  • Printing fees (if tracked in Manage1to1)

Common Use Cases​

Scenario 1: Parent Questions Total Amount Owed​

A parent calls asking how much they owe for their child's technology charges:

  1. Open student's user profile
  2. Click Billing History tab
  3. Review all invoices and their statuses:
    • Invoice #001: $150, Status: Unpaid, Balance: $150
    • Invoice #002: $450, Status: Partial, Balance: $250 (paid $200)
    • Invoice #003: $50, Status: Paid, Balance: $0
  4. Calculate total outstanding: $150 + $250 = $400 owed
  5. Tell parent: "You have two outstanding invoices totaling $400. One is $150 for screen repair in September, and the other is $250 remaining on the lost device invoice where you've already paid $200."
  6. Offer to email invoice details

Result: Clear, accurate answer to parent's question with complete breakdown.

Scenario 2: Recording a Payment​

A parent brings a $100 check for their outstanding balance:

  1. Open student's user profile
  2. Click Billing History tab
  3. Identify which invoice to apply payment to:
    • Invoice #INV-2024-002456: $250 remaining balance
  4. Click Record Payment button next to that invoice
  5. Enter payment details:
    • Amount: $100.00
    • Payment Method: Check
    • Check Number: 1234
    • Date: Today's date
    • Note: "Partial payment, $150 still owed"
  6. Save payment
  7. Billing History tab updates:
    • Status changes from "Unpaid" to "Partial"
    • Remaining Balance: $150.00 (down from $250)

Result: Payment recorded, balance updated, invoice status reflects partial payment.

Scenario 3: Verifying Payment History for Audit​

District finance needs to verify all payments received from a family:

  1. Open student's user profile
  2. Click Billing History tab
  3. Review all invoices:
    • Invoice #001: $150, Paid 09/20/2024, Payment: Check #0987
    • Invoice #002: $450, Partial payments:
      • 10/15/2024: $200, Payment: Cash
      • 11/10/2024: $100, Payment: Check #1234
      • Balance: $150 still owed
    • Invoice #003: $50, Paid 08/05/2024, Payment: Credit card
  4. Total collected: $150 + $200 + $100 + $50 = $500
  5. Total outstanding: $150
  6. Export billing history for audit file

Result: Complete payment verification for financial reconciliation.

Scenario 4: Preparing for Collection Action​

Business office identifies students with large unpaid balances for collection efforts:

  1. Review students with unpaid balances over $200
  2. For each student, open user profile
  3. Click Billing History tab
  4. Review all unpaid/partial invoices:
    • Student A: $450 total unpaid (3 invoices)
    • Student B: $250 unpaid (1 invoice from 6 months ago)
    • Student C: $100 unpaid (recent, only 2 weeks old)
  5. Prioritize Students A and B for immediate follow-up
  6. Click View on each invoice to verify dates and details
  7. Generate invoice PDFs for mailing
  8. Document collection efforts in user Notes tab

Result: Prioritized collection list with complete invoice details.

Scenario 5: Reconciling Incident to Invoice​

A parent disputes a charge, claiming they never received an invoice for an incident:

  1. Open student's user profile
  2. Click Incident History tab
  3. Find the incident:
    • Incident #2024-001890: Damage, 10/15/2024, Cost: $150, Billed: Yes
  4. Note the incident date and cost
  5. Click Billing History tab
  6. Find matching invoice:
    • Invoice #INV-2024-005678: $150, Date: 10/16/2024, Description: "Incident #2024-001890 - Screen damage"
  7. Click View to open invoice profile
  8. Review invoice history:
    • Created: 10/16/2024
    • Email sent: 10/16/2024 to parent@email.com
    • Email delivery confirmed
  9. Tell parent: "The invoice was created on October 16th, the day after the incident was reported, and was emailed to parent@email.com. I can resend it now if you'd like."

Result: Confirmed invoice was created and sent, resolved parent's concern.

Billing Actions​

View Invoice​

Click View to open the full invoice profile page.

What you'll see:

  • Complete invoice with all line items
  • Billing contact information (billed-to name and address)
  • Payment history (all payments applied, dates, methods)
  • Remaining balance calculation
  • Associated incident (if damage-related)
  • Internal notes and comments
  • Invoice PDF preview

When to use:

  • Reviewing invoice details for parent questions
  • Verifying line items and costs
  • Checking payment history
  • Confirming billing contact information

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:

  • Line items (add, remove, change amounts)
  • Billed-to information (name, address)
  • Invoice date
  • Comments/notes

Common edits:

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

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

When to use:

  • Correcting data entry errors
  • Adjusting charges after parent appeal
  • Updating billing contact information

Record Payment​

Click Record Payment to apply a payment to the invoice.

Permission Required

Recording payments requires the Record Payments permission.

Payment information to enter:

  • Amount - How much was paid
  • Payment Method - Cash, check, credit card, money order, electronic payment
  • Date - When payment was received
  • Reference - Check number, transaction ID, receipt number
  • Note - Any additional context

What happens:

  • Payment amount is deducted from remaining balance
  • Invoice status updates (Unpaid → Partial or Partial → Paid)
  • Payment is logged in invoice payment history
  • Receipt can be generated for user

When to use:

  • Parent pays at front desk
  • Check received in mail
  • Credit card payment processed
  • Payment plan installment received

Create Invoice (From Tab)​

Some configurations allow creating new invoices directly from this tab.

When to use:

  • Billing for incident after it's resolved
  • Adding technology fees or other charges
  • Creating invoice for custom charges

Process:

  1. Click Create Invoice button
  2. Fill in invoice details:
    • Line items and amounts
    • Description
    • Associate with incident (if applicable)
  3. Save invoice
  4. New invoice appears in Billing History tab

Cross-Referencing with Other Tabs​

The Billing History tab provides valuable context when used with other profile tabs:

Incident History Tab​

Use together to:

  • Match invoices to specific incidents
  • Verify incident costs match invoice amounts
  • Understand why charges were applied
  • See incident photos and damage assessment

Example: Billing History shows $150 invoice, Incident History shows matching incident #2024-001890 with cracked screen photos.

User Information Tab​

Use together to:

  • Check Fee Paid compliance status
  • See guardian contact information for invoice emails
  • Review YTD incident count context for charges

Example: User Information shows "Fee Paid: No" and guardian email, Billing History shows unpaid $50 tech fee invoice.

Checkout History Tab​

Use together to:

  • Confirm which device was checked out when incident occurred
  • Verify timeline of device assignment and damage
  • Understand device turnover related to charges

Example: Checkout History shows Chromebook checked out 08/15, Billing History shows damage invoice from 09/20.

Notes Tab​

Use together to:

  • Document payment plan agreements
  • Record conversations with parents about billing
  • Track collection efforts and outcomes

Example: Notes tab documents parent agreed to $50/month payment plan, Billing History shows monthly $50 payments being applied.

Understanding Payment Plans​

Some districts allow payment plans for large balances:

How payment plans work:

  1. Parent requests payment plan (can't pay full amount at once)
  2. Staff negotiates terms (e.g., $50/month for 6 months)
  3. Agreement documented in Notes tab
  4. Payments recorded as received each month
  5. Invoice status shows "Partial" until fully paid

Tracking payment plans:

  • Use Notes tab to document agreement
  • Use Billing History tab to track payments
  • Set reminders for monthly payment due dates
  • Follow up if payment is missed

Example payment plan:

  • Invoice amount: $450 (lost device)
  • Agreement: $75/month for 6 months
  • Month 1: $75 paid, balance $375
  • Month 2: $75 paid, balance $300
  • Continue until balance $0

Tips for Using Billing History​

✅ Do:

  • Review billing history when parents call with payment questions
  • Cross-reference with Incident History to explain charges
  • Verify guardian email before sending invoices
  • Record payments promptly when received
  • Document payment plans in Notes tab
  • Export billing history for financial reconciliation
  • Check outstanding balances before year-end

❌ Don't:

  • Delete paid invoices (permanent financial record)
  • Assume all incidents are billed (check "Billed" status on Incident History tab)
  • Skip recording payment details (method, reference number)
  • Edit invoice amounts after payments applied (financial integrity)
  • Send invoices without verifying billing contact information
  • Forget to follow up on partial payments
  • Overlook old unpaid balances during collection efforts

Common Questions​

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

  • Invoice Amount - Original total when invoice was created (never changes)
  • Remaining Balance - Amount still owed after payments applied (decreases as payments are made)

Example: $450 invoice, parent paid $200, remaining balance is $250.

Q: Can I see which invoices are paid vs. unpaid at a glance? Yes! The Status column shows:

  • Unpaid - Full balance still owed
  • Partial - Some payment received, balance remains
  • Paid - Fully paid, no balance owed

Q: How do I know which invoice to apply a payment to if there are multiple unpaid invoices? Ask the parent which invoice they're paying, or apply to:

  1. Oldest invoice first (common practice)
  2. Smallest balance first (knock out smaller debts)
  3. Specific invoice parent requests

Document in payment note which strategy you used.

Q: Why doesn't the invoice amount match the incident cost exactly? Invoices may include:

  • Multiple incidents on one invoice
  • Additional fees (administrative, processing)
  • Discounts or adjustments
  • Sales tax (in some jurisdictions)

Click View to see line-item breakdown.

Q: Can I delete an invoice if it was created by mistake? Deletion requires Delete Invoices permission and should only be used for invoices created by mistake with no payment history. If payments have been applied, void the invoice instead. Contact your system administrator.

Q: What payment methods can be recorded? Common options (district-specific):

  • Cash
  • Check
  • Credit/debit card
  • Money order
  • Electronic payment (ACH, online payment portal)
  • Waiver/discount

Q: How do I email an invoice to a parent? Click View to open the invoice profile, then click Email Invoice button. The invoice PDF will be sent to the guardian email address configured in the user profile.

Q: Can parents pay online? This depends on your district's configuration. Some districts integrate with online payment portals. Check with your system administrator for available payment options.

Q: What if a parent disputes a charge?

  1. Review the invoice details (click View)
  2. Cross-reference with Incident History tab to review damage/loss details
  3. Review incident photos and assessment notes
  4. Discuss with parent, explaining charge basis
  5. If adjustment warranted, edit invoice (requires Edit Invoices permission)
  6. Document conversation in Notes tab

Q: How far back does billing history go? Billing history is maintained indefinitely for financial audit purposes. You can typically see all invoices for the user's entire time in the district.

Q: Can I export billing history for a user? Export options depend on system configuration. Typically:

  • Export billing history table to CSV
  • Use View Invoice → Print PDF for individual invoices
  • Use district-wide billing reports for bulk data

Q: What happens to unpaid invoices when a student graduates or transfers? Unpaid balances remain in the system as outstanding debt. Districts may:

  • Pursue collection before graduation
  • Withhold transcripts/diplomas until paid (if district policy allows)
  • Send to collections agency
  • Write off debt (district decision)

Invoices remain visible regardless of user status (active/inactive).

Q: Why don't I see the Billing History tab at all? You're missing the View Invoices permission. Contact your system administrator to request this permission if you need access to billing data.

The Billing History tab provides a complete financial record of all charges and payments for a user. This permanent ledger supports parent communication, payment tracking, financial reconciliation, collection efforts, and comprehensive audit trails for accountability and compliance.

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