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Generate Invoices

Create term invoices from an active fee structure: scope, preview eligible learners, then confirm.

Who can use this​

  • FINANCE
  • ADMIN

Path​

/finance/billing/generate

Dependencies​

  • At least one active fee Item and Structure on Fee Setup.
  • Learners must be active in the structure's class (not Alumni / Departed).
  • Due date and optional class filter should match the billing period you intend.

Screenshot​

Generate Invoices desktop

Generate Invoices mobile

Steps​

  1. Open Generate Invoices at /finance/billing/generate as FINANCE.
  2. Step 1 of 3 - Scope & filters: choose Fee structure, optional Class, and Due date. Prefer the structure whose class matches the cohort.
  3. Click Next - preview. Review Eligible vs Already billed / Skipped counts before creating anything.
  4. Step 2 of 3 - Preview: if the preview is empty, fix the structure or class, or admit missing learners - do not confirm blank runs.
  5. Step 3 of 3 - Confirm: click Next - confirm, then Confirm generate. Toast shows created vs skipped.
  6. Use View invoices or Record a payment from the success path when walk-ins start paying.

Fields and actions​

  • Fee structure / Class (optional) / Due date
  • Next - preview / Back / Next - confirm / Confirm generate
  • Preview columns: eligible, already billed, skipped
  • View invoices / Record a payment / Back to invoices / Open fee catalogue

Common mistakes​

  • Confirming without reading the preview (wrong structure bills the wrong class)
  • Generating when Fee Setup still has no structures
  • Expecting Alumni or Departed learners to appear as eligible
  • Re-running generate without noticing "Already billed" skips (duplicates are not created)