Student Billing Profile

Each student in the system has an individual Billing Profile that stores all billing-related information. This profile ensures invoices are generated accurately, including any discounts, account codes, or billing details required by the school.

How Billing Profiles Are Created

• Automatic Creation: By default, a billing profile is automatically generated using information submitted by parents during the enrolment process.
  
  

• Manual Updates: Certain information may need to be added or adjusted by the school, such as discounts (Less Items) or Account Codes used for integration with the Finance System.
  
  

Sections of the Billing Profile

1. Student Information

This section pulls directly from the Admission Module and includes:

• Student’s Name
  
  

• Program
  
  

• Class
  
  

• Level
  
  

• Current Academic Year
  
  

2. Billing Information

This section contains details required for invoice creation:

• Taxable Status
  
  

• Account Code (if applicable)
  
  

• Student ID
  
  

• Billing Email Address
  
  

• Billing Address
  
  

Less Items (Discounts & Rebates)

Less Items represent discounts or rebates that apply to the student’s invoices.

• Add/Edit Discounts: Use the dropdown menu to assign available discounts/rebates to the student.
  
  

• Automatic Application: Once added, the system automatically applies these during invoice creation.
  
  

• Manage Discounts:
  
  

  • Click the pencil icon to edit a discount/rebate.
    
    

  • Click the trash icon to remove it.
    
    

Credit Notes

• Displays all credit notes issued to the student.
  
  

• Includes the status of each credit note for tracking.
  
  

Invoices

• Shows a complete list of invoices issued to the student.
  
  

Transaction Statement

• Provides a full overview of financial activity, including:
  
  

  • Invoices
    
    

  • Payments
    
    

  • Play purchases (after-school activities in Play Module)
    
    

  • Shop purchases (items bought through the Shop Module)
    
    

✅ Tip: Always ensure the billing profile is kept up to date before invoice generation to avoid errors in billing or reporting. You may export the Student’s Billing Profile before invoice creation to check on Billing information and Less Items.

Note:In order for you to add “Less item” for the student, please ensure the item has been added in the Billing > Invoice Master