Managing Credits for Families
Managing Families and Billing Plans
Canceling an Invoice and Handling Overdue Payments
Transaction Reconciliation: Matching Payouts with Invoice Payments
Understanding Payouts: How Businesses Receive Funds
Understanding Auto-Deduct to Collect Payments from Families
Accepting Payments: How Parents and Students Can Pay Invoices
Processing Refund Requests for an Invoice
Editing Existing Invoices
Bulk Invoice Generation for Multiple Families
Splitting Payments for a Manual Invoice
Understanding Transaction Fees When Processing Invoices
Understanding Invoice Statuses
Understanding Automated Invoicing
Overview of All Invoicing Features
Advanced Invoicing for Multi-Tutor Businesses
Understanding Invoicing Subscription Plans
Understanding Manual Invoicing
Introduction | Invoicing by Evallo
Accepting Payments: How Parents and Students Can Pay Invoices
Accepting Payments: How Parents and Students Can Pay Invoices
Learn how families can make payments for the services you provide.
How Do Parents and Students Pay an Invoice?
When a parent or student logs into their Evallo account, they can navigate to the Invoices section (by clicking the invoicing icon on the upper-right corner of their parent portal) to view pending and paid invoices. If a payment is due, they will see an option to pay directly from their dashboard.
There are three primary ways for parents and students to complete a payment:
The most common way to pay is using a credit or debit card directly through the platform.
When viewing an unpaid invoice, the parent can click Pay Now to open the payment screen.
They will be prompted to enter their card details if they haven’t already saved a payment method.
Once the payment is submitted, the system processes the transaction immediately.
If the payment is successful, the invoice status updates to Paid , and both the admin and parent receive a confirmation email. If the transaction fails, the system provides an error message explaining why, such as insufficient funds or an expired card.
💡 Tip: Parents can save their card details for future payments to make the process faster.
How Do Parents and Students Pay an Invoice?
When a parent or student logs into their Evallo account, they can navigate to the Invoices section (by clicking the invoicing icon on the upper-right corner of their parent portal) to view pending and paid invoices. If a payment is due, they will see an option to pay directly from their dashboard.
There are three primary ways for parents and students to complete a payment:
The most common way to pay is using a credit or debit card directly through the platform.
When viewing an unpaid invoice, the parent can click Pay Now to open the payment screen.
They will be prompted to enter their card details if they haven’t already saved a payment method.
Once the payment is submitted, the system processes the transaction immediately.
If the payment is successful, the invoice status updates to Paid , and both the admin and parent receive a confirmation email. If the transaction fails, the system provides an error message explaining why, such as insufficient funds or an expired card.
💡 Tip: Parents can save their card details for future payments to make the process faster.
2. Paying via Auto-Deduct
For families who prefer a hands-off approach, Evallo offers auto-deduct payments, where invoices are automatically charged to a saved card.
Auto-deduct is enabled by default for families with a saved payment method unless the admin or parent disables it.
When an invoice is due, the system attempts to charge the saved card on the due date.
If the payment goes through, the invoice is marked Paid and a confirmation email is sent.
If the payment fails, the system retries the payment at scheduled intervals, and the parent is notified.
Auto-deduct helps ensure invoices are paid on time without parents needing to log in and manually process each payment.
Tip: If a parent wants to enable or disable auto-deduct, they can do so from their Payment Settings in the Family Portal.
2. Paying via Auto-Deduct
For families who prefer a hands-off approach, Evallo offers auto-deduct payments, where invoices are automatically charged to a saved card.
Auto-deduct is enabled by default for families with a saved payment method unless the admin or parent disables it.
When an invoice is due, the system attempts to charge the saved card on the due date.
If the payment goes through, the invoice is marked Paid and a confirmation email is sent.
If the payment fails, the system retries the payment at scheduled intervals, and the parent is notified.
Auto-deduct helps ensure invoices are paid on time without parents needing to log in and manually process each payment.
Tip: If a parent wants to enable or disable auto-deduct, they can do so from their Payment Settings in the Family Portal.
3. Paying via Payment Link
Sometimes, parents may not want to log into the portal to pay an invoice. In these cases, admins can generate a direct payment link and share it via email or text.
For adding a payment link to an existing invoice that is yet to be paid, follow the steps mentioned below:
Go to All Invoices page
Open the Invoice Details by clicking on the Invoice ID of the invoice you want to add the payment link to
Select the Payment Link checkbox (right below the summary on the left)
Click on Update Invoice to then generate a new payment link for the invoice
The parent can see the unique link on their invoice to pay for it via their preferred payment method
Once the payment is completed, the invoice is automatically updated.
This option is particularly useful when when a third party (such as another family member) is covering the cost and the parent would want to share a separate payment page with that person.
You can also add a payment link to new invoices when creating them manually. Read more about manual invoices here.
3. Paying via Payment Link
Sometimes, parents may not want to log into the portal to pay an invoice. In these cases, admins can generate a direct payment link and share it via email or text.
For adding a payment link to an existing invoice that is yet to be paid, follow the steps mentioned below:
Go to All Invoices page
Open the Invoice Details by clicking on the Invoice ID of the invoice you want to add the payment link to
Select the Payment Link checkbox (right below the summary on the left)
Click on Update Invoice to then generate a new payment link for the invoice
The parent can see the unique link on their invoice to pay for it via their preferred payment method
Once the payment is completed, the invoice is automatically updated.
This option is particularly useful when when a third party (such as another family member) is covering the cost and the parent would want to share a separate payment page with that person.
You can also add a payment link to new invoices when creating them manually. Read more about manual invoices here.
💡 Tip
What Happens After a Payment Is Made?
Once a payment is successfully processed, several things happen automatically:
The invoice status updates to "Paid" in the system.
The parent or student receives an email confirmation with payment details.
The payment appears in the admin’s transaction history, which can be viewed under All Invoices screen.
If the payment fails, the system provides an error message, and the admin can
follow upwith the parent to resolve the issue.
What Happens After a Payment Is Made?
Once a payment is successfully processed, several things happen automatically:
The invoice status updates to "Paid" in the system.
The parent or student receives an email confirmation with payment details.
The payment appears in the admin’s transaction history, which can be viewed under All Invoices screen.
If the payment fails, the system provides an error message, and the admin can
follow upwith the parent to resolve the issue.
Tracking Payment History
For Admins, payment tracking is available in:
Invoicing > All Invoices – Displays all invoices and payment statuses.
All Families > Family Defaults – Shows all transactions, including successful payments, refunds, and failed attempts.
For Parents and Students, past payments can be reviewed by navigating to:
Go to All Invoices to see a list of all invoices and their payment statuses.Go to Payment Methods to display saved payment methods and auto-deduct settings.
Tracking Payment History
For Admins, payment tracking is available in:
Invoicing > All Invoices – Displays all invoices and payment statuses.
All Families > Family Defaults – Shows all transactions, including successful payments, refunds, and failed attempts.
For Parents and Students, past payments can be reviewed by navigating to:
Go to All Invoices to see a list of all invoices and their payment statuses.Go to Payment Methods to display saved payment methods and auto-deduct settings.
Common Payment Issues & Solutions
❌ Card Payment Failed
✅ Parents should check if the card details are correct and if the card has sufficient balance. If the issue persists, they should try another payment method.
❌ Auto-Deduct Did Not Work
✅ The card on file may have expired or been declined. The admin can resend the invoice for manual payment or ask the parent to update their payment method.
❌ Payment Link Expired
✅ The admin can generate a new link and resend it. Payment links do not automatically renew.
Common Payment Issues & Solutions
❌ Card Payment Failed
✅ Parents should check if the card details are correct and if the card has sufficient balance. If the issue persists, they should try another payment method.
❌ Auto-Deduct Did Not Work
✅ The card on file may have expired or been declined. The admin can resend the invoice for manual payment or ask the parent to update their payment method.
❌ Payment Link Expired
✅ The admin can generate a new link and resend it. Payment links do not automatically renew.
Best Practices for Managing Payments
✔ Encourage parents to save their payment methods for faster transactions.
✔ Enable auto-deduct for families who prefer automatic payments to avoid overdue invoices.
✔ Use payment links for quick follow-ups on overdue invoices.
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