We’ve enhanced payment and refund workflows to give schools greater flexibility and control when collecting, adjusting, and returning funds—while maintaining clear audit trails and accurate balances.
What’s New
Payments on invoices
Online payments
Parents can make online payments against invoices directly from the parent app.
Offline payment records
Admins can record offline payments (cash, check, bank transfer, etc.) against invoices to ensure all collections are accurately tracked.
Void payments
Void offline payments only
Offline payment records can be voided when entered incorrectly or in error.
Online payments cannot be voided
Payments made through the online payment gateway cannot be voided and must be handled through the refund flow instead.
Prepayments (pay without an invoice)
Pay any amount from the parent app
Parents can make a payment for any amount, even when no specific invoice is selected.
Automatic settlement logic
The system automatically applies the payment to any open invoices
Any remaining amount is added to the credit balance
Refunds
Refund both online and offline payments
Admins can issue refunds for both online and offline payments.
Flexible refund destinations
Refunds can be issued:
Back to the original payment source
To the credit balance
Via an offline method (cash, check, bank transfer)
Partial refunds supported
Admins can refund any amount, supporting both partial and full refunds.
Prepayment refund safeguards
Refund source selection required
If a prepayment was used to:
Settle invoices, and
Add remaining funds to the credit balance
Then refunds must be issued from an available source.
Blocked refunds when funds aren’t available
If the credit balance is not available, the refund action is blocked
Users are prompted to select where the refund should come from:
Invoices, or
Credit Balance
This ensures refunds never exceed available funds and keeps financial records accurate.
Why this matters
Prevents over-refunding when prepayments are partially consumed
Maintains financial integrity across invoices and credit balances
Provides clarity on refund sources for finance teams
Supports flexible payment behavior without compromising accuracy
Improves auditability of payment adjustments