Rules Based Invoicing : Set up a rule in 3 simple steps

Modified on Thu, 21 Dec 2023 at 04:48 PM

Creating and defining an invoicing rule is quite simple. Here's how: 

Step 1: Create Invoice Rule

Go to 'Billing' > Rules-Based Invoicing > Create Rule 

Update the fields. Start by giving the rule that you are defining an easily identifiable name, followed by entering the due after the billing start/end period. 

Click on 'Add Rule' to add Sessions, Discounts or define a custom field.

Contracted bookings capture offline (contracted) bookings from the student's schedule, except ad-hoc bookings for the selected time period.

Ad-hoc bookings capture all ad-hoc bookings for the selected time period.

Custom fees include custom values like picnic fees, lunch fees, etc.

Discounts include any discount values like sibling discounts, one of the discounts, etc.

Tax calculates tax/VAT, if any.


Step 2: Select Children

Select the children that you wish to apply the rule to. Use the 'Select All' option to quickly select and apply the rule to all children shown on the screen. 

You can also deselect children by unchecking the box next to their profile.  


Step 3: Confirm the Invoice Rule

Here you can preview the rules you defined. Make sure you do a quick re-check of all the details you entered.

When you click on 'Generate Invoices to draft', all invoices will be processed and saved to your 'Drafts' folder. You can review the invoices before sending them to the bill payer(s). 

Check the 'tick box' if you wish to save the rule as a template or use the same rule again. 

You will see the following confirmation once the invoices are ready and saved in your 'Drafts'.

Viewing and Reviewing Drafts:

To view your invoices in the 'Drafts' folder, head to Billing > Drafts. You can also edit invoices individually by clicking on the 'Action' button. 

Sending Invoices to Bill Payers: 

Use the 'Batch Action' button to send all invoices. Please perform this step only once you have reviewed all invoices. 


All invoices saved in the drafts section require your approval prior to sending the final invoice(s). If you don't need any changes on the draft invoices, use the 'Batch Send' and 'Batch Approve' options in 'Drafts' to send them out to your customers. 

How do I run a saved rule again? 

When it's time for your next billing cycle, simply go back to the rule you created, update the date, range and values for the new billing period, and run the rule again. Go to 'Billing' > 'Rules-based Invoicing' and click on the 'Run Rule' for the saved rule of your choice.

This will allow you to modify parameters such as billing period and value range. Click 'Save & Continue', and then 'Generate Invoices to Drafts'.


How do I view all previously run or processed rules? 

Head to the 'Rule Logs' tab under 'Billing' and view your activity in the 'Bill Runs' section.  

Here you can also 'Add or Remove Children' from previously assigned rules, and quickly view and manage any de-activated rules. 

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