How Invoice Generation Date and Issue Date works?

To ensure smooth billing operations and better communication with guardians or students, it's essential to understand how invoice dates work in the system. Below is a breakdown of each key invoice date and how they function together: 

Key Invoice Date Definitions

Invoice Generation Date

• The date the invoice is created in the system and made available under the "Invoice & Finance" module. 

Invoice Issue Date

• The date when the invoice will be officially sent to guardians or students. 

Invoice Due Date

• The deadline by which payment for the invoice is expected from guardians or students. 

Invoice Billing Month    

• The month that the fees on the invoice correspond to (e.g. August Tuition). 
  

Best Practice for Recurring Invoice Dates Settings

If your centre use recurring invoices (e.g. monthly or quarterly), the system can automatically generate invoices at the set intervals. 

Often, administrators may need to review and adjust invoice items (such as applying special discounts or adding extra charges) before the invoice is sent to parents. To accommodate this, you can set the Invoice Generation Date earlier than the Invoice Issue Date. 

Example Setup 

• Next Invoice Generation Date: 24 Jul 2025 
• Next Invoice Issue Date: 01 Aug 2025 
• Next Invoice Due Date: 08 Aug 2025 
• Next Billing Month: Aug 2025

With this setup, the system will generate the invoice on 24 Jul 2025, visible under the Invoice & Finance module. Admin will have 1 week to review, adjust, or add invoice items before it is officially issued to guardians on 01 Aug 2025. 

This workflow ensures that your billing process is accurate, gives admin time to make necessary changes and helps reduce errors before invoices reach the guardians.