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
Understanding Invoice Statuses
Understanding Invoice Statuses
Learn how to track payments, manage approvals, and ensure accurate financial records using Invoice Statuses.
Draft
A draft invoice is one that has been created but has not yet been sent to a family. This status allows administrators to review and modify invoices before finalizing them.
How an Invoice Gets a Draft Status:
When a manual invoice is created and saved but not sent immediately .When an automated invoice is generated but is pending approval from an administrator.When an invoice contains errors, such as missing hourly rates, preventing it from being sent.
What You Can Do With Draft Invoices:
Review and edit invoice details, including session charges, discounts, and payment terms.
Correct missing or incorrect information, such as nil session rates.
Approve and send invoices individually or in bulk from the all invoices screen.
Restrictions for Draft Invoices:
A draft invoice cannot be paid because it has not been sent to the family.If an invoice remains in draft for too long, businesses should review and approve or delete it to keep financial records clean.
Once an invoice is approved and sent, it moves to the sent status.
Draft
A draft invoice is one that has been created but has not yet been sent to a family. This status allows administrators to review and modify invoices before finalizing them.
How an Invoice Gets a Draft Status:
When a manual invoice is created and saved but not sent immediately .When an automated invoice is generated but is pending approval from an administrator.When an invoice contains errors, such as missing hourly rates, preventing it from being sent.
What You Can Do With Draft Invoices:
Review and edit invoice details, including session charges, discounts, and payment terms.
Correct missing or incorrect information, such as nil session rates.
Approve and send invoices individually or in bulk from the all invoices screen.
Restrictions for Draft Invoices:
A draft invoice cannot be paid because it has not been sent to the family.If an invoice remains in draft for too long, businesses should review and approve or delete it to keep financial records clean.
Once an invoice is approved and sent, it moves to the sent status.
Sent
A sent invoice is an invoice that has been finalized and delivered to the family for payment. This status means that the invoice is awaiting action from the family.
How an Invoice Gets a Sent Status:
When a manual invoice is reviewed and approved by an admin .When an automated invoice is auto-approved and sent to the family based on predefined settings.When a draft invoice is manually approved and sent.
What Happens When an Invoice is Sent:
Families receive an email notification containing the invoice details and a payment link.
The invoice appears in the family’s portal for review and payment.
If auto-deduct is enabled and a payment method is saved, an immediate attempt is made to process payment.
Restrictions for Sent Invoices:
Once an invoice is sent , it cannot be moved back to draft. If edits are required, admins must void the invoice and issue a new one.
The invoice remains in sent status until payment is received or the due date passes.
Sent
A sent invoice is an invoice that has been finalized and delivered to the family for payment. This status means that the invoice is awaiting action from the family.
How an Invoice Gets a Sent Status:
When a manual invoice is reviewed and approved by an admin .When an automated invoice is auto-approved and sent to the family based on predefined settings.When a draft invoice is manually approved and sent.
What Happens When an Invoice is Sent:
Families receive an email notification containing the invoice details and a payment link.
The invoice appears in the family’s portal for review and payment.
If auto-deduct is enabled and a payment method is saved, an immediate attempt is made to process payment.
Restrictions for Sent Invoices:
Once an invoice is sent , it cannot be moved back to draft. If edits are required, admins must void the invoice and issue a new one.
The invoice remains in sent status until payment is received or the due date passes.
Paid
A paid invoice indicates that the full amount has been settled, either through an online transaction or manually recorded payment.
How an Invoice Gets a Paid Status:
When a family completes payment through Evallo’s payment system.
When auto-deduct successfully charges the saved payment method.
When an admin manually marks an invoice as paid after receiving payment outside Evallo (e.g., cash, check, third-party processors).
What Happens When an Invoice is Paid:
The invoice record is locked from further modifications to prevent discrepancies. The payment is logged in the system, and revenue tracking updates automatically. If applicable, the business receives a payout according to the processing timeline.
Restrictions for Paid Invoices:
A paid invoice cannot be edited or canceled. If a refund is required, the admin must process it through the refund request system.
Once an invoice is paid, it is removed from overdue tracking and marked as completed in financial records.
Paid
A paid invoice indicates that the full amount has been settled, either through an online transaction or manually recorded payment.
How an Invoice Gets a Paid Status:
When a family completes payment through Evallo’s payment system.
When auto-deduct successfully charges the saved payment method.
When an admin manually marks an invoice as paid after receiving payment outside Evallo (e.g., cash, check, third-party processors).
What Happens When an Invoice is Paid:
The invoice record is locked from further modifications to prevent discrepancies. The payment is logged in the system, and revenue tracking updates automatically. If applicable, the business receives a payout according to the processing timeline.
Restrictions for Paid Invoices:
A paid invoice cannot be edited or canceled. If a refund is required, the admin must process it through the refund request system.
Once an invoice is paid, it is removed from overdue tracking and marked as completed in financial records.
Overdue
An overdue invoice is an invoice that has passed its due date without receiving payment. This status signals that follow-up action is needed.
How an Invoice Becomes Overdue:
When an invoice reaches the due date set by the admin but remains unpaid.
When a failed payment attempt prevents an invoice from moving to paid status.
What Happens When an Invoice is Overdue:
Automated reminders are sent to the family urging them to make payment. The business can choose to apply penalties or enforce late fees. The invoice remains overdue until payment is received or other action is taken.
Restrictions for Overdue Invoices:
Overdue invoices cannot be edited unless voided and reissued.If an invoice remains overdue for an extended period, the business may need to manually follow up with the family.
Once an overdue invoice is paid, it moves to the paid status.
Overdue
An overdue invoice is an invoice that has passed its due date without receiving payment. This status signals that follow-up action is needed.
How an Invoice Becomes Overdue:
When an invoice reaches the due date set by the admin but remains unpaid.
When a failed payment attempt prevents an invoice from moving to paid status.
What Happens When an Invoice is Overdue:
Automated reminders are sent to the family urging them to make payment. The business can choose to apply penalties or enforce late fees. The invoice remains overdue until payment is received or other action is taken.
Restrictions for Overdue Invoices:
Overdue invoices cannot be edited unless voided and reissued.If an invoice remains overdue for an extended period, the business may need to manually follow up with the family.
Once an overdue invoice is paid, it moves to the paid status.
Refunded
A refunded invoice is one where a full or partial refund has been issued to the family.
How an Invoice Gets a Refunded Status:
When an admin manually processes a refund from the invoice details page.
When a refund request from a family is approved and processed.
What Happens When an Invoice is Refunded:
The refund transaction is recorded in the system.
If a
partial refundis issued, the invoice remains in paid status but with a note on the refunded amount.If a
full refundis processed, the invoice is marked as refunded, and the business absorbs the transaction loss.
Restrictions for Refunded Invoices:
Once refunded , an invoice cannot be reinstated or modified. If an admin needs to bill the family again, they must issue a new invoice.
Refund processing times depend on the payment method used.
Refunded
A refunded invoice is one where a full or partial refund has been issued to the family.
How an Invoice Gets a Refunded Status:
When an admin manually processes a refund from the invoice details page.
When a refund request from a family is approved and processed.
What Happens When an Invoice is Refunded:
The refund transaction is recorded in the system.
If a
partial refundis issued, the invoice remains in paid status but with a note on the refunded amount.If a
full refundis processed, the invoice is marked as refunded, and the business absorbs the transaction loss.
Restrictions for Refunded Invoices:
Once refunded , an invoice cannot be reinstated or modified. If an admin needs to bill the family again, they must issue a new invoice.
Refund processing times depend on the payment method used.
Canceled
A canceled invoice is an invoice that was voided before receiving payment.
How an Invoice Gets a Canceled Status:
When an admin
manually cancelsan invoice before it is paid.When an automated system rule prevents an invoice from being finalized (e.g., an invalid session record).
What Happens When an Invoice is Canceled:
The invoice is removed from payment tracking. No charges are processed, and no payment attempts are made. A new invoice must be issued if the billing needs to be reinstated.
Restrictions for Canceled Invoices:
A canceled invoice cannot be restored or modified. Businesses should ensure that cancellation is necessary before finalizing the action.
Canceled
A canceled invoice is an invoice that was voided before receiving payment.
How an Invoice Gets a Canceled Status:
When an admin
manually cancelsan invoice before it is paid.When an automated system rule prevents an invoice from being finalized (e.g., an invalid session record).
What Happens When an Invoice is Canceled:
The invoice is removed from payment tracking. No charges are processed, and no payment attempts are made. A new invoice must be issued if the billing needs to be reinstated.
Restrictions for Canceled Invoices:
A canceled invoice cannot be restored or modified. Businesses should ensure that cancellation is necessary before finalizing the action.
Final Thoughts
Understanding invoice statuses is key to managing payments efficiently in Evallo. Each status plays a role in tracking invoices, ensuring businesses maintain accurate records, and helping families stay on top of their payments.
By keeping an eye on invoice statuses and following best practices for approvals and overdue tracking, businesses can maintain financial accuracy and reduce manual effort in managing payments.
For more information on how to customize invoice settings, refer to related articles on
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