The Parent Invoicing feature is particularly useful when you need to charge parents for a variety of products and services offered by your club, such as trips, birthday parties, theatre tickets, merchandise, and other extracurricular activities.
It provides a simple and efficient way to manage and track these additional charges.
Parent Invoices feature requires your club to upgrade your Stripe account.
Instructions on how to create your new Stripe account can be found here
How to Create the Parent Invoice
The following steps need to be followed:
navigate to 'Parent invoices':
click on the blue 'Create Invoice' button:
click on 'Add Recipients':
Please note that you can currently select up to 20 recipients only.
Use the dynamic search feature to locate children or parents by name or email address. You can select multiple records simultaneously.
enter the Invoice details
Use a clear and consistent title and description, as you may need to apply the same charge to additional parents at a later date.
send the Invoice:
Perform a final review before emailing the invoices to parents, particularly when invoicing multiple recipients.
The parent receives an email containing a secure payment link for the invoice. The "Pay Online" button takes the user directly to the checkout page. No ClassForKids account login is required, and anyone with the payment link can complete the payment.
How to Launch the Invoice from Registers or Contacts page
You can also access the invoice from:
The Register
You have to select the kids you want to invoice for a:
term:
camp:
This will open the 'Create invoice' dialogue:
2. The Contacts page
Invoice Status
Use the Invoice Status column to track whether an invoice is:
Outstanding
Paid
Cancelled
Refunded
The Actions menu allows you to contact the parent, resend the invoice, or copy the payment link as needed:
Send email: opens the standard "Create Email" dialog for custom messaging.
Invoice details are not included. This is useful for communicating with parents associated with the same invoice, such as those whose children are attending a trip or who have purchased a particular product or service.
Copy payment link: copies the invoice checkout URL to your clipboard for easy sharing.
Resend invoice: resends the invoice notification email to the parent.
Cancel invoice: only available if the invoice is 'Outstanding'.
Refund invoice: only available if the invoice is 'Paid'.
Fulfilled: use this optional marker to keep track of physical item handovers, such as water bottles, tote bags, and other merchandise.
Invoice Management Tools
Bulk actions:
Use this feature to select multiple parents and perform bulk actions, such as cancelling or refunding invoices or sending emails.
Reuse the invoices:
When launching the “Create Invoice” screen, you can select and reuse any invoices that have been created previously, saving time and ensuring consistency.
Filter by 'Status, Fulfilment and Title
Using clear and consistent invoice naming conventions helps streamline filtering, allowing you to quickly locate and manage cohorts of children or parents linked to the same invoice.
FAQs
Can the Invoicing feature be used to clear a parent's outstanding term, camp, or subscription balance?
No. Term, camp, and subscription balances are managed separately from miscellaneous invoices. The Invoicing feature is intended for additional products and services and cannot be used to settle existing programme-related balances.
Can I invoice a parent who is not currently enrolled in a programme?
Yes. As long as the parent remains an active contact in your club's database, you can send them invoices, even if they are not currently enrolled in a programme.
Can I use the Invoicing feature for shows, events, or ticket sales?
Yes. The Invoicing feature is ideal for selling tickets for shows, events, trips, and other activities. Please note that invoices can only be sent to parents who are active contacts within your club.
I need a more comprehensive solution for merchandise sales, including capturing sizes, quantities, and offering checkout before booking. Will this functionality be available in the future?
Yes. ClassForKids is currently developing a self-service purchasing experience that will allow parents to browse and purchase miscellaneous products and services directly, without requiring staff to manually create invoices. This enhanced functionality is expected to be released in the coming months.