Document Overview

General Overview

Advanced Invoicing for Multi-Tutor Businesses

Understanding Invoicing Subscription Plans

Introduction | Invoicing by Evallo

Getting Started

Understanding Transaction Fees When Processing Invoices

Understanding Invoice Statuses

Understanding Automated Invoicing

Overview of All Invoicing Features

Understanding Manual Invoicing

Managing Invoices

Processing Refund Requests for an Invoice

Editing Existing Invoices

Bulk Invoice Generation for Multiple Families

Splitting Payments for a Manual Invoice

Payment Processing

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

Managing Families

Managing Credits for Families

Managing Families and Billing Plans

All Products

Calendar

Canceling an Invoice and Handling Overdue Payments

All Products

Invoicing

Canceling an Invoice and Handling Overdue Payments

All Products

Invoicing

Canceling an Invoice and Handling Overdue Payments

Canceling an Invoice and Handling Overdue Payments

Canceling an Invoice and Handling Overdue Payments

Learn how to cancel a Sent invoice and what to do when an invoice remains unpaid past the due date.

When to Cancel an Invoice

automatic billing tutoring software

Invoices should only be canceled if they are no longer valid or contain errors that require correction. Common reasons for canceling an invoice include:

  • A billing error, such as an incorrect amount or missing details

  • A session was canceled before it took place, making the invoice unnecessary

  • The invoice was sent to the wrong family by mistake

  • A duplicate invoice was created for the same service

  • A business policy decision to waive or adjust an invoice

Once an invoice is canceled, it cannot be reinstated or paid. If a charge still needs to be issued, a new invoice must be created manually.

When to Cancel an Invoice

automatic billing tutoring software

Invoices should only be canceled if they are no longer valid or contain errors that require correction. Common reasons for canceling an invoice include:

  • A billing error, such as an incorrect amount or missing details

  • A session was canceled before it took place, making the invoice unnecessary

  • The invoice was sent to the wrong family by mistake

  • A duplicate invoice was created for the same service

  • A business policy decision to waive or adjust an invoice

Once an invoice is canceled, it cannot be reinstated or paid. If a charge still needs to be issued, a new invoice must be created manually.

How to Cancel an Invoice

Canceling an invoice removes it from the active payment queue and prevents the parent from making a payment.

  1. Navigate to the All Invoices section.

  2. Search for the invoice using the invoice number, family name, or status filter.

  3. Click on the invoice to open the details page.

  4. Select Cancel Invoice and confirm the action.

The invoice status will update to canceled, and it will no longer be payable .

How to Cancel an Invoice

Canceling an invoice removes it from the active payment queue and prevents the parent from making a payment.

  1. Navigate to the All Invoices section.

  2. Search for the invoice using the invoice number, family name, or status filter.

  3. Click on the invoice to open the details page.

  4. Select Cancel Invoice and confirm the action.

The invoice status will update to canceled, and it will no longer be payable .

Managing Overdue Payments

Invoices that remain unpaid past their due date are automatically marked as overdue. Evallo provides several tools to follow up on these invoices and encourage timely payments:

automatic billing tutoring software

A) Checking the Payment History

Before contacting the parent, reviewing the invoice details can provide insight into why the payment was not completed.

  • Verify if a payment attempt was made but failed

  • Confirm whether Auto-Deduct was enabled and whether it attempted a charge

  • Check the parent’s payment method to see if it is still valid

These checks help determine whether the issue is a failed transaction or a delayed manual payment.

Managing Overdue Payments

Invoices that remain unpaid past their due date are automatically marked as overdue. Evallo provides several tools to follow up on these invoices and encourage timely payments:

automatic billing tutoring software

A) Checking the Payment History

Before contacting the parent, reviewing the invoice details can provide insight into why the payment was not completed.

  • Verify if a payment attempt was made but failed

  • Confirm whether Auto-Deduct was enabled and whether it attempted a charge

  • Check the parent’s payment method to see if it is still valid

These checks help determine whether the issue is a failed transaction or a delayed manual payment.

B) Sending a Payment Reminder

A payment reminder can be sent to parents directly through Evallo.

  1. Open the overdue invoice in the All Invoices section.

  2. Click Resend Invoice to send an automated reminder.

  3. The parent will receive a notification with a payment link prompting them to complete the transaction.

Multiple reminders can be sent, but businesses should avoid excessive follow-ups to maintain good relationships with parents.

B) Sending a Payment Reminder

A payment reminder can be sent to parents directly through Evallo.

  1. Open the overdue invoice in the All Invoices section.

  2. Click Resend Invoice to send an automated reminder.

  3. The parent will receive a notification with a payment link prompting them to complete the transaction.

Multiple reminders can be sent, but businesses should avoid excessive follow-ups to maintain good relationships with parents.

C) Following Up with Parents

If the invoice remains unpaid after sending reminders, businesses may need to reach out manually.

  1. Contact the parent via phone or email to confirm if there are any issues with payment

  2. Check whether their payment method is still valid and if it needs updating

  3. Offer alternative payment options if needed

If a parent refuses to pay or continuously delays payment, some businesses may choose to restrict scheduling for students until the outstanding balance is cleared.

Best Practices for Managing Canceled and Overdue Invoices

  • Double-check invoice details before sending to reduce the need for cancellations

  • Send reminders before the invoice due date to prevent overdue payments

  • Enable Auto-Deduct for families to reduce the chance of missed payments

  • Monitor overdue invoices regularly in Invoice Analytics to identify trends and take early action

  • Establish clear payment policies so parents understand expectations for outstanding balances


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