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.
Raise an Invoice Automatically
Navigate to Billing and Accounting > Invoices > Click Create Invoice.
Select the student (e.g., Caroline).
Fill in the following fields:
Invoice Date: Select the date.
Due Day: Choose the due period (e.g., 7 days).
Billing Period: Set the relevant period (e.g., this month).
Send Invoice to Parents: Select Yes (email) or No (app notification only).
Choose a Fee Plan from the dropdown. Line items from the fee plan will be added automatically.
Click Add Subsidy, choose a subsidy from the list, and save.
Your invoice is now created and listed on the main Invoices page.
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.
Add 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., “Please pay on time to avoid late fees”).
Optionally, settle the invoice with available credit in the child’s account.
Click Save.
Recording Payments
Open the invoice and click Record Payment.
Enter the Amount Paid and select the payment method.
Send a receipt via email (Yes/No).
Add a reference number and click Submit.
The invoice status is updated to Paid.
Debit Notes
Go to Billing and Accounting > 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.
Credit Notes
Go to Billing and Accounting > Credits > Click Add Credit.
Enter the following details:
Credit Amount.
Date.
Approved By: Select staff from the dropdown.
Reason (optional)
Click on the check box to send an email to parent and admin
Select students to whom the credit note has been issued and click Submit.
The credit note will appear on the main Credits page, where you can:
Filter by time range, rooms, groups, or programs.
Click on a particular student to get a detailed billing profile where you can add credit or refund credit amount
You can check the credit history by clicking on the button beside add credit. Summary of credit issued, credit used, credit refunded and credit balance will be shown.
Deposits
Navigate to Billing and Accounting > Deposits > Click Add Deposit.
Enter the following details:
Deposit Amount.
Date.
Approved By: Select staff from the dropdown.
Description (optional).
Select students and click Submit.
Manage deposits on the main Deposits page. You can:
Filter by time range, rooms, groups, or programs.
View deposit history or refund deposits.