Setting Up Invoices

If you prefer to watch a video tutorial on how to set up invoices for students, watch these videos here: 2.0 Billing Support Videos

In order to set up invoice for students in Wonderschool 2.0, you need to make sure you've taken a few steps first. Please make sure you have done the following:

1. Added your bank account to receive payments from families (instructions here)
2. Added students to your account (instructions here)

After you have done the above steps, you are ready to create invoices for your families. 

From the left-side menu in your dashboard, select "Invoices" under "Finances & Payments". Select the "Create New Invoice" button. 

Here, you'll then be able to choose if you would like to create a recurring plan or a one-time invoice. Directors can use invoices in the following ways:

• One-time invoice: enrollment deposits, material fees, annual one-time fees, late pick up fees, summer program sessions.
• Recurring plan: weekly tuition, bi-weekly tuition, or monthly tuition charges (use this guide here!).

For one-time invoices:

For one-time invoices, you'll enter in the following information:

• Due Date: When you would like the parent to be charged
• Service Dates: When care is being given. These are optional - you do not need to indicate these if you don't want to
• Category: The type of payment the family is making (tuition, late fee, registration fee, etc.).
• Item: Age of the child you are charging for. You can type in a new age range as well.
• Notes: Any description you'd like to add for the payment.
• Amount: Total charge amount of the payment.
• Add Discount or Subsidy: You can choose to select a type of discount for the family and enter the amount.

When you've filled out all the information, select the "Next" button. 

Select which students you would like this one-time payment to apply for. Click "Next" when you have chosen the students to charge.

Finally, review the invoice and click "Send Invoice" when all the information is correct. If you want to indicate that this invoice has already been paid to you via cash or check or other payment method, you can select the "Mark invoice as already paid" to add this payment for your revenue records. If you select that option, the parent will not be paying through the platform and you will be responsible for collecting their payments. Providers like to use this feature to keep all payment records saved online, even if the parents are not using Wonderschool for payments!

If you send the invoice, the parent will get an email letting them know this payment will take place or has been logged if you have indicated the invoice was already paid.

You can watch a quick video of the above steps here!

If you have any trouble creating invoices, please reach out to our team at [e-mail] for assistance.