🧾Invoicing — Create Single Invoice

Overview

A single invoice is a one-off invoice created manually by an admin for a specific parent or child. It can cover any fee — tuition, activity charges, supplies, late fees, or any custom item — and can be sent directly to the parent’s portal for payment.

Once created, a single invoice can be:

• Previewed before saving to check for errors
• Saved only as a draft without notifying the parent
• Saved and sent to the parent immediately via the portal

How to Navigate to Create a Single Invoice

1. Log in to the WhitePenguin admin portal.
2. In the left sidebar, click Invoicing.
3. The Invoicing page will open, showing a list of existing invoices.
4. Click the “Create New” button (top-right area of the page).
5. A dropdown or submenu will appear — select Create Invoice.
6. The Create Single Invoice form will open.

Filling in the Invoice Form

The Create Invoice form is split into two panels: the main form on the left and the Invoice Summary panel on the right. Complete all fields carefully before saving.

1️⃣ Student Details

Select the student this invoice is for. The two fields work in sequence — you must select a classroom first before the student list becomes available.

2️⃣ Items

Add the individual charges that make up this invoice. Each row is one line item.

• Click + Add New Row to add another line item.
• Click the 🗑️ icon on any row to remove it.

3️⃣ Notes (Optional)

Use the Notes field at the bottom of the left panel to add any additional information visible to the parent on the invoice, such as:

• Payment instructions
• Reference numbers
• A thank you message

4️⃣ Invoice Summary (Right Panel)

The right panel shows the invoice configuration and a live running total that updates automatically as you fill in the form.

The summary below these fields shows a live breakdown:

Payment Methods Available

When creating a single invoice, you select the payment method(s) the parent can use to pay. These are configured by the school admin in Settings → Payment Methods.

Actions: Preview, Save Only, and Save & Send

After filling in the invoice form, you have three action buttons at the bottom of the form:

Preview

• Click Preview to see exactly how the invoice will look to the parent before saving it.

• The preview shows the invoice layout including:

  • School name and logo
  • Invoice number (auto-generated)
  • Parent and child information
  • Line items, subtotal, discount, and total
  • Due date and payment method
  • Notes

• Use Preview to catch errors (wrong amount, wrong parent, typos) before the invoice is saved or sent.

• Click Back or Edit from the preview to return to the form and make corrections.

Save Only

• Click Save Only to save the invoice as a draft without sending it to the parent.

• The invoice will appear in the Invoicing list with a Draft or Unpaid status.

• The parent will not receive a notification and cannot yet see the invoice on their portal.

• Use this option when you want to:

  • Prepare invoices in advance before the billing period starts
  • Review the invoice with another admin before sending
  • Create a record now and send it at a later date

Save & Send

• Click Save & Send to save the invoice and immediately notify the parent.

• The parent will:

  1. Receive a notification on their WhitePenguin parent portal
  2. Be able to view the full invoice in the Invoicing section of their portal
  3. See the payment method instructions and a Pay Now button (if online payment is enabled)

• The invoice status will update to Sent in the admin Invoicing section.

• Use this option when the invoice is ready and you want the parent to act on it right away.

Invoicing Main Page & Invoice Actions

When you navigate to Invoicing in the sidebar, you land on the main Invoicing page. This page gives you a full overview of all invoices and lets you take action on each one.

Overview Cards

At the top of the page, four summary cards show a quick financial snapshot:

Invoice List

Below the cards, the invoice list shows all invoices with the following columns:

Use the Search bar to find invoices by name, class, or other details, and the All Invoices dropdown to filter by status.

Per-Invoice Actions

Click the ⋯ (three-dot) icon on any invoice row to open the action menu. The actions shown depend on the invoice status:

Draft, Overdue & Partially Paid Invoices

Paid Invoices

Tips

• Always use Preview before saving. It takes only a second and prevents sending incorrect invoices to parents.
• Set a realistic due date. Give parents enough notice — typically 7–14 days from the issue date — to avoid payment disputes.
• Use clear line item descriptions. Write descriptions that parents will immediately recognise (e.g., “September 2026 Tuition Fee” instead of just “Fee”).
• Add notes for bank transfer invoices. If the payment method is bank transfer, include your school’s bank details and reference number in the Notes field so the parent has all the information they need.
• Save first, send later. If you’re not 100% sure the invoice is correct, use Save Only and come back to review it before sending.
• Check the parent’s name carefully. Sending an invoice to the wrong parent is a common mistake. Use the search/autocomplete to confirm you’ve selected the right person.
• One invoice per billing item. Create separate single invoices for different types of fees (e.g., tuition and supplies) to keep financial records clean and easy to track.
• Use the Classroom or All Classrooms filter on the Invoicing page to find invoices faster after creating them.

FAQs