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Generating Invoices

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Generate fee invoices for an entire class in a few steps — with a live preview of exactly what will be billed.

Overview

Invoices are generated class by class from the Class List page. Before confirming, SkoolWisely shows you a preview of every fee component and amount that will be billed — so you can verify everything is correct before any invoice is sent.

Before you begin: Make sure a fee structure has been assigned to the class for the current term under Finance → Fee Assignment. If no fee structure is assigned, the Generate Invoices button will not appear. See Assigning Fee Structures to Classes for guidance.

Step 1: Go to the Class List

From the sidebar, navigate to Students → Class List. The page will load once your school's academic year data is ready.

Step 2: Select a Class

Use the class dropdown in the breadcrumb area at the top of the page to select the class you want to generate invoices for. The student list will load automatically once a class is selected, showing:

  • A summary row with the total number of students, total female, and total male
  • A table listing each student's name, registration number, gender, and date of birth
Use the All / Female / Male filter buttons above the table to review the student list before generating. Invoices are generated for all active students in the class — the filter is for viewing only and does not affect which students get invoiced.

Step 3: Click "Generate Invoices"

Once the student list has loaded, click the Generate Invoices button at the top right of the student list. The button is only visible when there are students in the class.

SkoolWisely will immediately load a confirmation modal showing a preview of the fee components that will be billed for this class and term.

Step 4: Review the Fee Components Preview

The Confirm Invoice Generation modal shows:

  • The name of the class being invoiced
  • A line-by-line list of every active fee component for this term, with its amount
  • Any components with an overridden amount are marked with an overridden badge
  • A Total per student figure at the bottom of the component list
No components shown? If you see a warning that says "No active fee components found for this class and term", it means the fee structure assigned to this class has no components selected for this term. Go to Finance → Fee Assignment, open the class assignment, and make sure at least one component is ticked. The Confirm & Generate button will be disabled until this is resolved.

Step 5: Set the Payment Due Date

By default, the due date is set to 5 days from today and is shown below the component list. If you need a different deadline:

  1. Toggle on Customize Due Date using the switch.
  2. A date picker will appear — select your preferred due date.
  3. The due date must be in the future.

If you leave the toggle off, the default 5-day due date is used.

Step 6: Choose Whether to Notify Guardians

Below the due date section is a Send Invoice to Email/SMS toggle.

  • Toggle ON — SkoolWisely will immediately send the invoice to each student's linked guardian via email and SMS once generated.
  • Toggle OFF — Invoices are created silently. You can send notifications manually later from the student's profile.

Step 7: Confirm & Generate

Click Confirm & Generate. The button will show Processing… while invoices are being created. Once complete:

  • The modal closes automatically
  • A success message appears on the page confirming how many invoices were generated
  • The student list refreshes to reflect the updated invoice status
Done! Invoices have been generated for all active students in the class. If you toggled on Send Invoice to Email/SMS, guardians have already been notified.

Additional Invoice Options per Student

For individual students, you can manage additional settings before or after generating invoices by clicking the quick profile icon () in the Actions column of the student table. The student profile panel slides out from the right and gives you access to:

FeatureWhat it Does
Discount Manager Assign a fee discount or waiver to this student. The discount will be applied to future invoices generated for them.
Additional Fees Assign optional extra fee packages to this student for the current term — for example, Transport or Uniform fees that do not apply to the whole class.
Term Statement Download a PDF statement of the student's fees and payments for the current term.
Full History Download a complete payment history PDF across all terms.
Tip: Assign discounts and additional fees to individual students before generating invoices so that the correct amounts are reflected from the start. Discounts applied after generation will only take effect on the next invoice cycle.

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Last updated: July 25, 2026