Invoices

In this guide, you will learn

• How to create and edit invoices
• How to send invoices or save as a draft
• How to manage saved invoices

Creating an Invoice

1. Set Up School Info

Start by making sure the correct school information will appear on your invoices. To customize your invoices with your school logo and other details, navigate to the Settings section under Billing and complete the required fields. See Billing Settings for more information.

2. Select an Account

• Navigate to the Invoice section under Billing.
• Click + Add New Invoice.
• Select the account the invoice will apply to from the dropdown menu, or create a new account.

3. Add Line Items

• Add items by selecting them from the dropdown (predefined prices or fees, or a custom one-off fee).
• Edit item details as needed (e.g., unit quantity, price).

4. Adjust Prices, Add Discounts

• Adjust Prices: To change the price of an item, click in the price field and change it to any amount desired.

• Add Discounts:
  • To add a discount to an item, click the down-arrow next to the price of the item and select “Add Discount”. Enter a description for the discount and choose whether it’s a fixed or percentage discount.
  • To add a discount to the invoice total, click + Discount next to Subtotal, enter a description, and select if it's a fixed or percentage discount.

5. Set Send and Due Dates

• Set the Send Date and Due Date for the invoice.
• Check the box giving the option to send an email on those dates.

6. Select Payment Options

Choose the payment method for the invoice.

• Default Payment Options: By default, the payment methods you’ve set in your school’s Billing Settings will apply.
• Custom Payment Options: To customize, uncheck “School Payment Option Defaults” and select the payment options you want to include for this invoice.

Editing Invoices

To edit an invoice that has been saved, locate the invoice in the Billing -> Invoices page or in the Account. Open the invoice and make changes as needed. Save your changes.

Note: Invoices that have been fully or partially paid online cannot be edited.

Saving and Sending Invoices

When your invoice is complete, select to either save and send, or save as a draft.

Save & Send

Click Save & Send when the invoice is complete. This will:

• Email the invoice to the payer.
• Post the invoice on the Guardian Portal (if the account is linked to a guardian).
• Notify the payer.

Save as a Draft

• If you need more time to make changes, click Save as Draft. This allows you to continue editing until you’re ready to send it.
• You can view how the invoice will look by clicking Download Invoice PDF.

Managing Invoices

Invoice Statuses

You can manually change an invoice’s status unless it has been paid online. Available status options include:

• Draft
• Paid Offline
• Uncollectable
• Void

To update a status, open the invoice, click the Invoice Status dropdown in the top-right corner, and select the new status.

Managing Invoices Paid Offline

If an invoice was paid outside of Spark (by cash, check, or another online processor), you can mark it as Paid Offline using the Invoice Status dropdown.

After changing the status to Paid Offline, you can enter details in the Offline Payment Info section and email a receipt to the account holder.

Adding Notes

In drafts or opened invoices, click + Add Internal Notes to add private or staff-accessible notes. Each note will be stamped with the date it was created or updated. Account-holders will not be able to see notes.