Managing Invoices and Recording Payments

Last Updated: 2026-05-27 | Applies to: IK v1.2+

Invoice Dashboard

Navigate to: 💰 Fee Management → 🧾 Invoices

You'll see a table with all invoices:

Invoice Statuses

Recording a Payment

Step-by-step:

1. Go to Invoices page

2. Find the invoice → Click "Record Payment"

3. Enter payment details:

   text

   Amount Received: [        ]Payment Method:  [Cash / Bank Transfer / Credit Card / Check]Payment Date:    [Pick date]Reference #:     [Optional - check number, transaction ID]Notes:           [Optional - "Paid by father, Mr. Smith"]

4. Click "Save Payment"

What happens in the database:

• institutionkit_invoices.amount_paid increases

• New entry in institutionkit_transactions table

• Invoice status auto-updates to "Paid" if fully settled

Transaction record created:

sql

transaction_id | invoice_id | amount | payment_method | payment_date | recorded_by      1        |    1001    | 650.00 |     Cash       | 2026-03-05  |     1

Bulk Payment Processing

For class-wide payments:

1. Go to Invoices

2. Filter by class (e.g., "Grade 5")

3. Check multiple invoices

4. Click "Bulk Actions" → "Record Payment"

5. Enter total and allocate

Invoice Reminders

The system automatically:

• Sends email reminders 3 days before due date

• Sends overdue notices 1 day after due date

• Sends final notice 7 days after due date

Cron job: ik_monthly_invoice_reminder_event (runs daily)

Email log: Check wp_institutionkit_email_log for sent reminders

Downloading Invoices

Each invoice has:

• View → Preview HTML invoice

• Download PDF → Professional invoice PDF

• Print → Direct print option

• Email → Send to parent's email

Fee Reports

Navigate to Fee Management for reports:

• Collection Report: Payments received by date range

• Outstanding Report: Unpaid/partial invoices

• Revenue by Fee Type: Which fees generate most revenue

• Class-wise Collection: Per-class payment status

Troubleshooting Invoices

Problem: Student has no invoice generatedSolution:

1. Check if fees are assigned: Fee Management → Assign Fees

2. Verify fee structure is assigned to student's class

3. Manual generation: Invoices → Generate Invoice → Select student

Problem: Invoice shows wrong amountSolution:

1. Check assigned fees for student (may have custom overrides)

2. Review fee structure amounts

3. Edit invoice items directly (if status is "Unpaid")

Problem: Payment not reflectingSolution:

1. Verify transaction was recorded (check Transactions tab)

2. Ensure payment is linked to correct invoice ID

3. Check for duplicate transactions