The Student Balances section in illumine gives you a complete financial overview of each student. It helps administrators quickly understand how much has been invoiced, paid, credited, or deposited for every student in one place.
You can access this by navigating to: Billing & Accounting → Student Balances
This section is divided into three main tabs:
Student Balances
Credit Balance
Deposit
1. Student Balances
This is the main overview screen showing the financial status of all students.
What this section shows
At the top, you’ll see summary cards:
Invoiced Amount – Total amount billed to all students
Paid Amount – Total payments received
Balance Amount – Remaining unpaid amount
Below this, a table lists each student with:
Student name
Invoiced amount
Paid amount
Balance amount
Credit balance (if any)
Filters available
You can filter the data using:
Time range (This month, This year, custom range)
Rooms
Groups
Programs
Status
This helps you view balances for specific classrooms or programs.
What this means
This tab answers questions like:
Which parents still have pending dues?
How much has been collected this month?
Which students have outstanding balances?
You can also create invoices directly from this page using the Create Invoice button.
2. Credit Balance
The Credit Balance tab shows any extra money available in a student’s account.
Summary cards here show:
Total credit issued
Credit used
Credit refunded
Remaining credit balance
Table details include:
Direct credit issued
Credit transferred from deposit
Credit used
Credit refunded
Remaining credit balance
You can also:
Add credit balance
View credit history
What this means
Credits can be used to:
Adjust future invoices
Apply discounts
Offset payments
This ensures you don’t lose track of extra payments.
Go to Billing and Accounting >Student Balances> Credits > Click Add Credit Balance.
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.
3. Deposits
The Deposit tab tracks security deposits or advance payments collected from parents.
Summary cards show:
Deposit issued
Deposit used
Deposit refunded
Remaining deposit balance
Table details include:
Deposit issued
Transferred to credit
Deposit used
Deposit refunded
Remaining deposit balance
You can also:
Add deposit
View deposit history
What this means
Deposits are usually:
Security deposits
Registration deposits
Advance fee payments
These can later be:
Refunded
Adjusted in invoices
Converted to credit
Navigate to Billing and Accounting > Student Balances>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.
Why this section is important
The Student Balances page helps you:
Track pending payments
Monitor collections
Manage credits and deposits
Get a full financial overview per student
Avoid manual calculations
Everything related to a student’s billing status is centralized here, making it easier to manage finances across classrooms and programs.
Quick summary
Student Balances = Overall billing status
Credit Balance = Extra money available
Deposit = Advance/security money
Together, this section gives you a complete picture of each student’s financial records inside illumine.