All About Invoices

Directors
Only available on Business Owner + or Unlimited

Overview:

Wondering how you record payment within HiMama? Read on to learn all about invoices!
*Haven't set up your Tuition Plans yet? Click here to get up and running fast.


Creating Invoices

Invoices are created in one of two ways: manually, or automatically.

Manual Invoices:

• Select “Billing” from the left-hand menu
• Select “Children” from the top of the Billing page
• Filter through your kids
• Search for a specific child
• Select “Add Invoice”
  
  
  Fill out the details or your tuition plan and select “Save”
  
  *To automatically create invoices, add your children to a tuition plan. Click here to add your children to a tuition plan, or here to learn how to set up tuition plans.
  
  Invoice Statuses
  
  Open: This indicates invoice that has been created, but has not hit it’s due date or been sent. The invoice can be edited.
  
  Ready: This indicates the invoice his ready to be sent to a parent HiMama will automatically change an invoice from "Open" to "Ready" depending on the tuition plans invoice timing:
  If a plan is Pre-paid, the invoice will become Ready at the beginning of the billing cycle.
  If a plan is Post-paid, the invoice will become Ready ad the end of the billing cycle.
  Invoices can still be edited at this point.
  
  Sent: This indicates invoice has been sent to parents. The invoice has limited editing options going forward, the total cannot be edited after an invoice has been sent. Invoices will change to "Sent" once you have manually sent your invoices out.
  *If you have Payment Processing invoices will be automatically sent when their due date hits.
  
  Pending: This status only exists if you have payment processing. This occurs when you are collecting payment through direct deposit. It indicates that money is in the process of being transferred.
  
  Paid: This indicates you have received payment for this invoice. You must manually mark each invoice as paid.
  *If you have Payment Processing invoices will be automatically marked as paid when payment has been collected.
  
  Overdue: This indicates that an invoice is past its due date and has not been marked as "Paid".
  
  Cancelled: This indicate that you have cancelled the invoice. Invoices must be manually cancelled. If you have an invoice that has been marked “Paid” or “Pending” it cannot be cancelled. If you require any assistance with Paid or Pending invoices, please contact us at support@himama.com
  

Sending Invoices

Once invoices are Ready you can choose to send out all invoices at once or to send each invoice out at your own convenience. Sending an invoice will send an email to the parent.

#1: Select “Billing” from the left-hand side menu
#2: Select “Invoices” from the top of the Billing page
#3: Select “Send All Ready Invoices” to send every invoice in the “Ready” status
or
#4: Search for an individual child
#5: Select the dropdown menu next to “View Invoice” and then “Send Invoice”
* you can manually send “Open” Invoices. If you have Payment Processing and Autopay enabled it will not collect payment until the due date hits. 

Resending an Invoice

Once an invoice has been sent you can easily resend it from the same dropdown menu, as well as mark it as paid, or add a partial payment. (more on this below)

 *parents/guardians can also view all past invoices from the HiMama app and from himama.com

Navigating Invoices

You can easily sort your invoice list by (a)clicking on any of the options on the header bar at the top of the list (First Name, Last Name, Amount, Status, Sent Date, Due Date).
You can also (b)filter the types of invoices you are viewing, and (c)search for a specific child using the search bar!

Managing Invoices:

Marking Invoices as Paid

Once an invoice has been sent, you can mark it as paid (as long as you've received payment of course!).

Click the dropdown arrow next to an invoice and select the "Mark as Paid" button.
*tip: sort the list by "Only Sent Invoices" to easily find outstanding invoices

Parents will be able to see that the invoice was marked as paid

Partial Payments
If your parent has only made a partial payment, you can record that within HiMama too!
*please note: partial payments is not available when using payment processing



From the dropdown menu next to “View Invoice” select “Add Partial Payment”.

Enter the payment method, amount paid, and any relevant notes. Select “Create Partial Payment” to save!
Parents will be able to see that the invoice was marked with a partial payment, including their outstanding balance.

*please note: partial payments is not available when using Payment Processing

Cancelling an Invoice

You can cancel an invoice by clicking the dropdown arrow next to an invoice and selecting the "Cancel Invoice”.

*please note: you cannot cancel an invoice that has been marked as paid, or that has a partial payment

You can add a note to an individual invoice after it's been generated. This note will be visible to parents as well.

Click the dropdown arrow next to an invoice and selecting the "Edit Invoice”.

Enter your note in the Note field and select “Update” to save!

*tip: adding a note to a tuition plan will ensure that all parents with kids on the plan receive the same note on every invoice.

Adding a Payment Method to Old Invoices

If an invoice is marked as paid, with “Other” selected as the payment method, you can add a payment method at a later time.

Select “View Invoice”


Scroll down to Invoice History and click on a listed payment method.

Viewing Invoices

Viewing an individual invoice will allow you to see further details including the history of the invoice such as any payments made, balance outstanding, as well as the ability to edit the invoice.

How can my families pay their invoice through HiMama?

Payment Processing allows parents to easily pay tuition directly through HiMama, you can learn all about it in our Payment Processing FAQ!(link)

Didn't see your question? Submit a request to our team and we'll get back to you right away!