Billing & Payments

Invoicing

Create, send, and track invoices for parents — including discounts, due dates, and the overdue status.

The Invoicing page (labelled Payments in the sidebar) is where you create invoices for parents, send them out, and track which ones are paid, sent, or overdue. Each invoice is tied to a child, can include multiple line items pulled from your program fees, and supports per-line discounts.

How to Access

Open Payments from the sidebar (Admin and Owner only). You'll land on the Active tab, which lists invoices in the sent, paid, overdue, and cancelled states.

Payments page showing five invoices in a table with child name, amount, status (PAID or OVERDUE), invoice number, and due date columns

Admin and Owner only. Teachers and parents do not see the sidebar Payments link. Parents have a separate Payments page in the Parent Portal — see Parent Payments.

Status filter

Two tabs at the top of the page switch between:

Active — invoices in sent, paid, overdue, or cancelled status
Draft — invoices you've created but not yet sent

Sorting

Every column header (Name, Amount, Status, Invoice No., Due) is sortable. Click once to sort ascending, click again to reverse.

Invoice Statuses

KidzLog uses five statuses:

Draft — created but not sent; only visible on the Draft tab
Sent — sent to the parent, not yet paid
Paid — payment received and the invoice closed
Overdue — sent but past the due date and still unpaid (KidzLog marks it overdue automatically once the due date passes)
Cancelled — voided; kept as a record but no longer billable

When a sent invoice passes its due date and is still unpaid, KidzLog shows it as overdue and offers the Mark as Paid action, handy for chasing late fees.

When you mark an invoice paid, KidzLog records the date and shows it as Paid on at the top of the invoice slip, next to the due date. That gives you the answer to "when did this family actually pay?" without going back through your own records.

Revenue counts the month the money arrived, not the month the invoice was due. An invoice due in March that a family settles in April counts toward April's revenue. That's what makes the figures on the payments dashboard match what actually landed in your account for the period you're looking at.

Creating an Invoice

Click Generate Invoice in the top right.

Generate Invoice wizard step one with a child selected as a tag, a Monthly Tuition line item at $1,200.00, and the Due on date already filled in with today's date

The wizard is two steps: Create and Preview.

Pick the clients

Click Select and choose one or more children. Each one you pick appears as a tag; click its x to drop it again.

The search box at the top of the list searches every child at your center, not just the ones showing. If a search turns up more matches than fit, a line under the list tells you how many you're seeing out of how many there are, so you know to keep typing. Clearing the box brings the list back.

KidzLog creates one invoice per child, so you can bill a whole class or program in a single pass.

Add line items

Click the + button next to Invoice Line Items to attach fees pulled from the child's enrolled programs. Each line item has an amount, an optional discount, and a calculated total. You can add as many items as you need; the running subtotal appears below the list.

Set the due date

The due date starts on today's date, filled in and visible in the field, so an invoice you send without touching it is due today rather than on a date you never saw. Change it to whenever payment is actually expected. KidzLog uses this date to flip the invoice to overdue automatically.

Add a note (optional)

A free-text note appended to the invoice — handy for "First month tuition" or "Includes summer camp deposit."

Review and send

Click Next to advance to the Preview step. Confirm everything looks right, then click Send Invoice. KidzLog emails the parent a notification with a link to view the invoice in their Parent Portal.

Acting on an Invoice

Click the ⋯ menu on any row to take action. The actions on offer depend on the invoice's status:

Draft and sent invoices offer every action below
Overdue invoices offer View Invoice, Update Status, Mark as Paid and Delete
Paid and cancelled invoices offer View Invoice only

Actions menu open on an overdue invoice row showing View Invoice, Update Status, Mark As Paid, and Delete options

View Invoice — opens a full-page preview with the line items, totals, and discounts. Available for every status.
Edit — reopens the invoice so you can change its line items, due date and note. See Editing an invoice below.
Update Status — change between sent, paid, and cancelled manually. Drafts cannot be updated this way; choosing it on a draft shows the message "Draft invoice status cannot be updated."
Mark as Paid — one-click shortcut that flips the status to paid and emails the parent a receipt.
Delete — permanently removes the invoice. Use cancelled instead if you need to keep a record of it.

On a phone: tap an invoice to open its details sheet, with View Invoice, Edit, Update Status and Delete buttons. Buttons that don't apply to the invoice's status are greyed out. On the sheet, Edit is also available for an overdue invoice.

Editing an invoice

Choose Edit to open Edit Invoice Details. It shows the child the invoice is for, the invoice's lines under Selected programs for client, the due date and the note. Make your changes, then click Next to save them and see the preview. For a draft, click Send Invoice on the preview when you're ready to send it.

Lines keep the price they were issued at. If you've changed a fee in your program since the invoice went out, the lines already on the invoice stay at their original price. Changing only the due date or the note leaves the lines exactly as they were. A fee you add while editing is charged at its current price.
Removing a line removes just that line. If an invoice has the same fee twice, clicking the x on one of them leaves the other in place.
A discount can't be larger than its fee. The Add Fee window shows "Discount cannot be more than the fee" and won't add the line until the discount is lowered.
Editing a sent invoice doesn't email the parent again, even if you click Send Invoice on the preview. The parent sees the updated invoice in their portal. Only sending a draft emails them.

If a save doesn't go through, the invoice stays exactly as it was before you started.

Invoice preview

Selecting View Invoice opens the full slip — the same view parents see in their portal.

Invoice slip modal for Invoice No. 00011 showing Little Stars Daycare header, a PAID badge, the child name River B, creation and due dates, a Bi weekly pay line item at $200 with a $50 discount and $150 total, and the calculated subtotal and invoice total

The slip includes the center's logo and contact information, the child name, line items with per-line discounts, the calculated total, and a thank-you message. The Download button in the top-right exports a PDF copy.

Receipts and Notifications

KidzLog sends the parent an email at two points in the invoice lifecycle:

When you send the invoice — a notification with a link to view it in their Parent Portal
When you mark it paid — a receipt confirming the payment was recorded

Parents can turn both emails off with the Notify me of new invoices switch in their own settings (see Parent Settings). KidzLog does not send a separate email when an invoice becomes overdue.

Other owners and admins at your center get an email when you create invoices, with a link that opens Payments in that center. Each of them can turn this off with the Invoice created by another admin switch in their own notification settings.

Parent Payments — how parents view their invoices
Programs — where you configure the fees pulled into invoice line items
Activity History — every invoice action (create, send, mark paid, delete) is recorded in Activity History under the Billing category, visible to Owners only

Placing Fields on a Document

Mark up a PDF so families can sign, tick, and type in the right places.

Attendance Reports

View attendance history, analyze trends, and export check-in and check-out data across your center.