Billing & Payments

Invoicing

Create, send, and track invoices for parents — including discounts, due dates, and the overdue status.

The Invoicing page (labelled Payments in the sidebar) is where you create invoices for parents, send them out, and track which ones are paid, sent, or overdue. Each invoice is tied to a child, can include multiple line items pulled from your program fees, and supports per-line discounts.

How to Access

Open Payments from the sidebar (Admin and Owner only). You'll land on the Active tab, which lists invoices in the sent, paid, overdue, and cancelled states.

Payments page showing five invoices in a table with child name, amount, status (PAID or OVERDUE), invoice number, and due date columns

Admin and Owner only. Teachers and parents do not see the sidebar Payments link. Parents have a separate Payments page in the Parent Portal — see Parent Payments.

Status filter

Two tabs at the top of the page switch between:

Active — invoices in sent, paid, overdue, or cancelled status
Draft — invoices you've created but not yet sent

Sorting

Every column header (Name, Amount, Status, Invoice No., Due) is sortable. Click once to sort ascending, click again to reverse.

Invoice Statuses

KidzLog uses five statuses:

Draft — created but not sent; only visible on the Draft tab
Sent — sent to the parent, not yet paid
Paid — payment received and the invoice closed
Overdue — sent but past the due date and still unpaid (KidzLog flips this automatically once the due date passes)
Cancelled — voided; tracked for the audit trail but no longer billable

Overdue is a virtual status. When an invoice is in sent state and the due date has passed, KidzLog displays it as overdue and exposes the Mark as Paid action — useful for chasing late fees.

Creating an Invoice

Click Generate Invoice in the top right.

Generate Invoice wizard step one with the title Craft a Custom Invoice, a client selector, an Invoice Line Items section with an Add button, and a Due on date picker

The wizard is two steps: Create and Preview.

Pick the clients

Choose one or more children. KidzLog will create one invoice per child — useful for billing a class or program in a single pass.

Add line items

Click the + button next to Invoice Line Items to attach fees pulled from the child's enrolled programs. Each line item has an amount, an optional discount, and a calculated total. You can add as many items as you need; the running subtotal appears below the list.

Set the due date

Pick when the payment should be made. KidzLog uses this date to flip the invoice to overdue automatically.

Add a note (optional)

A free-text note appended to the invoice — handy for "First month tuition" or "Includes summer camp deposit."

Review and send

Click Next to advance to the Preview step. Confirm everything looks right, then click Send Invoice. KidzLog emails the parent a notification with a link to view the invoice in their Parent Portal.

Acting on an Invoice

Click the ⋯ menu on any row to take action. The available actions depend on the invoice's current status — overdue invoices skip Edit, cancelled invoices are read-only.

Actions menu open on an overdue invoice row showing View Invoice, Update Status, Mark As Paid, and Delete options

View Invoice — opens a full-page preview with the line items, totals, and discounts. Available for every status.
Edit — reopens the wizard with the existing values. Available on draft, sent, and paid invoices; hidden once an invoice is overdue or cancelled.
Update Status — change between sent, paid, and cancelled manually. Drafts cannot be updated this way; tapping it shows a toast warning.
Mark as Paid — one-click shortcut that flips the status to paid and emails the parent a receipt.
Delete — permanently removes the invoice. Use cancelled instead if you need to keep the audit trail.

Invoice preview

Selecting View Invoice opens the full slip — the same view parents see in their portal.

Invoice slip modal for Invoice No. 00011 showing Little Stars Daycare header, a PAID badge, the child name River B, creation and due dates, a Bi weekly pay line item at $200 with a $50 discount and $150 total, and the calculated subtotal and invoice total

The slip includes the center's logo and contact information, the child name, line items with per-line discounts, the calculated total, and a thank-you message. The Download button in the top-right exports a PDF copy.

Receipts and Notifications

KidzLog sends the parent an email at two points in the invoice lifecycle:

When you send the invoice — a notification with a link to view it in their Parent Portal
When you mark it paid — a receipt confirming the payment was recorded

Parents can also receive a reminder when an invoice goes overdue; this is controlled by their personal notification preferences under Profile → Notifications.

Amounts are stored in cents. The list and slip display them as dollars; this is purely a display concern, so a $150.00 invoice shows as 15000 cents in any API response or export.

Parent Payments — how parents view and pay invoices
Programs — where you configure the fees pulled into invoice line items
Activity History — every invoice action (create, send, mark paid, delete) is recorded in the audit log under the Billing category, visible to Owners only

Waitlist

Manage your center's waitlist for programs at capacity.

Attendance Reports

View attendance history, analyze trends, and export check-in and check-out data across your center.