Creating and managing invoices

Billing overview

FutureNerds includes built-in billing tools so you can invoice families directly from the platform.

Creating an invoice

1. Open Invoices in the top bar.
2. Click Create Invoice.
3. Select the family or child.
4. Add line items (tuition, fees, materials, etc.).
5. Set the due date.
6. Click Create Invoice again to save the draft, then send it. The family receives an email with a link to view and pay.

Invoice statuses

• Draft -- not yet sent to the family.
• Sent -- the family has been notified.
• Paid -- payment received.
• Overdue -- past the due date and unpaid.
• Cancelled -- cancelled, so the family no longer owes it.
• Review Needed -- the family uploaded proof of a payment made outside the platform. Check the proof and confirm it to mark the invoice paid.

Managing invoices

The Invoices page has a tab for each status and a search box that finds invoices by parent name or invoice number.

Open a sent or overdue invoice and use Actions to:

• Record Payment when the family paid outside the platform (cash, check, and so on).
• Resend Invoice to email the family again.
• Download PDF to save a copy.
• Cancel Invoice if it was created by mistake.
• Issue credit note to reduce what the family owes.

A draft invoice has a Send button. A paid invoice has Refund.

Recurring invoices

Monthly tuition does not live as a "recurring invoice" button on the invoice list. Set it up in School Settings:

1. Open School Settings, then Invoicing.
2. Under Automatic Invoicing, turn on Automatically generate invoices.
3. Open Pricing for the tuition, fees, and discounts those invoices will use.

Tips

• Send invoices at least a week before the due date.
• Use line items to break down charges clearly.
• Review overdue invoices regularly and follow up with families.
• You must connect your Stripe account before families can pay online.