This guide outlines the steps for creating invoices, applying discounts or subsidies, managing credits and debits, and tracking billing activities. With Illumine, you can streamline your billing operations and provide parents with a clear and transparent payment experience.
How to Create an Invoice Manually
Go to Billing and Accounting > Invoices > Click Create Invoice.
Filter students by Classroom, Groups, or Programs, or search by name. You can select multiple students.
Fill in the following fields:
Invoice Date: Default is the current date; modify if needed.
Due Days: Set the due period relative to the invoice date.
Billing Period: Specify the period being billed.
Send to Parents: Choose Yes or No.
Select Fee plan from the drop down menu if you have created any
Add Item/fee components such as fees, taxes, and discounts at the item level. Adjust amounts as needed.
Enable taxes at the invoice level (if configured in settings).
Add notes:
Staff Notes: Visible only to staff.
Parent Notes: Visible on the invoice (e.g., āPlease pay on time to avoid late feesā).
Optionally, settle the invoice with available credit in the childās account.
Click Save.
Recording Payments
Open the invoice and click Record Payment.
Enter the Amount Paid and select the payment Mode and payment Date.
Send a receipt via email (Yes/No).
Add a reference number and click Submit.
The invoice status is updated to Paid.
Debit Notes
Debit notes in illumine is used when you need to increase the amount payable for a student after an invoice has already been generated. It allows you to add additional chargesāsuch as extra services, missed fees, or corrections to an undercharged invoiceāwithout editing the original invoice. Once a debit note is created, the added amount is reflected in the studentās outstanding balance and increases the total the parent needs to pay.
Go to Billing and Accounting >Invoices> Debit Notes > Click Create Debit Note.
Select students by Classroom, Groups, or Programs, or search for specific names.
Fill in the following fields:
Debit Date and Due Period.
Billing Period (start and end date).
Send to Parents: Choose Yes/No.
Add components such as fees, taxes, and discounts at the item level.
Add notes for staff and parents.
Click Save.
View, filter, and search debit notes from the main Debit Notes page.
Upcoming Invoices ā Overview
Upcoming Invoices shows all invoices that are scheduled to be generated in the future based on the fee plans youāve set up. This helps you see what charges will be created soon, for which students, and on what dateāso you can review everything in advance before the invoices are actually issued to parents.
Itās mainly used to:
Track future billing
Check amounts before they are generated
Confirm due dates and fee plans
Make edits to fee plans if needed before invoices go out
Under Billing & Accounting ā Invoices ā Upcoming Invoices, you can view a list of all future invoices that the system will generate.
Filters available
Date range: View upcoming invoices for a selected period
Search by student name: Find a specific student quickly
Fee plan: Filter invoices based on a particular fee plan
A total amount on the right shows the combined value of all upcoming invoices
Invoice list
Each row represents an invoice that will be generated:
Student Name: Displays the child and admission number
Fee Plan Name: The fee plan linked to the student (for example, Nursery Plan or Kindergarten Plan)
Upcoming Date: The date when the invoice will be generated
Amount: The amount that will be billed
Due Date: The date by which payment will be due after the invoice is created
Example
If a student is on a Nursery Plan with an upcoming date of 19/02/2026 and due date 24/02/2026, it means the invoice will be automatically generated on 19 Feb and parents will need to complete the payment by 24 Feb.
This section helps you stay prepared for future billing and ensures everything is correct before invoices go out.