Invoicing students
An invoice is the bill a family owes for one child for one term. EduPrime raises most invoices for you – automatically on enrolment and in a single batch per class – but you also need to handle mid-term joiners, leavers and corrections. This page covers all of it.
Auto-raise on enrolment
When you place a student in a class that has an active fee structure for the current term, EduPrime raises their invoice immediately. There is nothing to click. The invoice contains every compulsory item plus any optional items switched on by the enrolment form or a bridge.
- Admit/enrol the student into a class (Academic app).
- EduPrime finds the active structure for that class and term.
- It builds the invoice, applies any scholarship/bursary rules, and posts it.
- The family’s statement updates and a notification can be sent.
Batch invoicing a class for a new term
At the start of each term you bill every returning student at once.
- Go to Fees & Finance → Invoicing → Generate Term Invoices.
- Select the term and one or more classes (or the whole school).
- Click Preview – review the count and total before committing.
- Click Generate. One invoice per child is created and posted.
The batch is idempotent: if a child already has a Term invoice, EduPrime skips them rather than billing twice. You can safely re-run it after admitting late returners.
Pro-rata for mid-term joiners
A child who joins in week 6 of a 13-week term should not pay a full term’s tuition. EduPrime can pro-rata recurring items by the remaining weeks.
- On the student’s invoice creation, choose Pro-rata from join date.
- EduPrime divides each per-term item by term length and multiplies by remaining weeks.
- One-off items (admission, caution money) are not pro-rated – they bill in full.
| Item | Full term | Joins week 6 of 13 |
|---|---|---|
| Tuition (per term) | 30,000 | 18,460 (8/13) |
| Admission (one-off) | 5,000 | 5,000 (no pro-rata) |
Credit notes & corrections
Never delete a posted invoice – it breaks the audit trail and your reconciliation. To reverse or reduce a charge, raise a credit note.
- Open the invoice and click Credit Note.
- Credit the whole invoice (e.g. child withdrew) or specific lines (e.g. dropped transport).
- Add a reason – it appears on the statement and the audit log.
- Confirm. The statement balance adjusts; any payment already made becomes a credit you can refund or carry forward.