Office · Module 11 of 20

Billing & receivables

Billing runs from a fee structure to a posted invoice to a receipt, and then to the aging report that tells you who to chase. Every step leaves an accounting entry behind it.

Route
/office/accounting/invoices
Captured in
Chrome
Reaches
Bursar, accountant
Student invoices grid with totals, paid amounts, balances and status
Plate 32 Student invoices. Total, paid and balance are separate columns, so a partly-paid invoice reads correctly at a glance.

What billing is made of

The billing screen is a set of tabs, each one a piece of the pipeline:

TabHolds
Fee structuresThe priced packages — tuition, insurance, per-grade annual fees — with a version and a status.
Services & service enrollmentsOptional extras such as transport or cafeteria, and who signed up.
Course feesCharges attached to a specific course rather than a grade.
Fee typesThe categories fees roll up into.
Plan templates & payment plansInstalment schedules, as reusable templates and as a family's actual plan.
ReceiptsMoney received against invoices.
Discount rulesRules that reduce a charge automatically — sibling discounts and the like.
Scholarships & aidAwards applied to a student's bill.
Billing runsEach execution of Run billing, so you can see what a run produced.
Student billing screen with fee structure list and pipeline tabs
Plate 33 Fee structures. Applies to is the important column — Whole school, All of Upper School, or a single grade.
Fee structures stack — they don't override

A whole-school structure, a division structure and a grade structure that all match one student will all bill. This is deliberate: it is how a school layers a base tuition, a division levy and a grade-specific fee. Check what already applies before adding a structure at a narrower scope.

Collections

The aging screen recomputes open balances as of a date you pick and buckets them — current, 1–30, 31–60, 61–90, and 90+ days. Send reminder works from the filtered list, so a chase run follows the same rules you just looked at.

AR aging screen with control reconciliation panel and aging buckets per student
Plate 34 AR aging. The reconciliation panel at the top is the integrity check — invoices against the receivable control account, with the difference stated.
Watch the difference figure

Invoices against control account 1210 should differ by 0.00. Anything else means an invoice or a payment didn't post cleanly, and the aging report below it can't be trusted until that's resolved.

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