Invoices and payment details

Invoices and payment details are the foundation of financial follow-up with families, receipts, and payment records inside Skolar.

What this workflow covers#

This workflow allows you to:

• review invoices generated from payments
• confirm which charges were included
• preview payment receipts sent by email
• register and update billing details for guardians
• resend receipts
• reconcile external invoice identifiers
• void invoices when needed

Recommended payment flow#

1. Select tuition items, products, or other charges for the student.
2. Move to the payment details step.
3. Choose or register the guardian billing information.
4. Confirm the payment.
5. Review the resulting invoice in the finance module.

Guardian payment details#

Keep payment details updated when:

• a family requests receipts with specific billing information
• the billing identity changed
• more than one guardian is associated with the student and you need to confirm which one will be used

Good practices#

• review invoice items before confirmation
• confirm amount and periodicity carefully
• validate the guardian or payer before issuing the charge
• use the receipt preview when a family asks what was sent by email

Invoice lifecycle#

In practice, an invoice usually moves through:

1. charge selection
2. billing-detail selection
3. payment confirmation
4. invoice creation with items
5. receipt preview or resend
6. external reconciliation when needed
7. voiding if the invoice should no longer be treated as valid

Common issues#

The payment was recorded but billing data is missing#

Review the linked guardian and update the billing information before repeating the process.

A family asks to confirm a receipt#

Use the invoice view or the email receipt preview to validate the exact payment detail before re-sending confirmation.

The payment exists but is missing an external folio#

Complete invoice reconciliation so the record stays aligned with the school’s external accounting control.

The invoice should no longer be treated as valid#

Void it instead of trying to erase the operational trail of the payment.