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
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
Invoices should only be canceled if they are no longer valid or contain errors that require correction.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
cannotbe reinstated or paid. If a charge still needs to be issued, a new invoice must be created manually.
When to Cancel an Invoice
Invoices should only be canceled if they are no longer valid or contain errors that require correction.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
cannotbe 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.
Navigate to the All Invoices section.
Search for the invoice using the invoice number, family name, or status filter.
Click on the invoice to open the details page.
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.
Navigate to the All Invoices section.
Search for the invoice using the invoice number, family name, or status filter.
Click on the invoice to open the details page.
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:
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:
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.
Open the overdue invoice in the All Invoices section.
Click Resend Invoice to send an automated reminder.
The parent will receive a notification with a payment link prompting them to complete the transaction.
Multiple reminderscan 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.
Open the overdue invoice in the All Invoices section.
Click Resend Invoice to send an automated reminder.
The parent will receive a notification with a payment link prompting them to complete the transaction.
Multiple reminderscan 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.
Contact the parent via phone or email to confirm if there are any issues with payment
Check whether their payment method is still valid and if it needs updating
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.
C) Following Up with Parents
If the invoice remains unpaid after sending reminders, businesses may need to reach out manually.
Contact the parent via phone or email to confirm if there are any issues with payment
Check whether their payment method is still valid and if it needs updating
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
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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