Fee Invoicing is available on the Core plan and above. To access this module, your school must be on the Core, Operations, or Enterprise plan. Visit Plans & Pricing to review your options or upgrade your subscription.
Step 1: Create a Fee Template
A fee template is a reusable collection of fee line items that you can apply to any class or cohort. Building your templates before billing season means you can reuse them across terms without re-entering amounts.Open the Fee Templates screen
In the left navigation menu, go to Finance → Fee Templates. You will see a list of all existing templates, or an empty state if this is your first time here.
Create a new template
Click New Template in the top-right corner. Enter a descriptive name — for example, JSS1 First Term 2024/25 — so you can identify it easily when assigning it to a class.
Add fee line items
Click Add Fee Item to add each charge that applies to this template. For every line item, provide:
Add as many line items as needed. A typical template might include Tuition, Development Levy, Library Fee, and Uniform.
| Field | Description |
|---|---|
| Fee Name | The charge label as it will appear on the invoice (e.g., Tuition, Uniform, Development Levy, Library, ICT Levy). |
| Amount | The fixed amount in your school’s base currency. |
| Required | Toggle on if this fee is mandatory for all students in the class. Toggle off for optional items. |
Step 2: Assign a Template to a Class
Once your template is ready, assign it to a class to prepare for bulk invoice generation. Assigning a template does not immediately create invoices — it links the template to the class so you can review and confirm before generating.Navigate to Class Billing
Go to Finance → Class Billing. Select the academic session and term from the filter dropdowns at the top of the page.
Choose a class
From the class list, click the class you want to bill — for example, JSS 1A. You can also select an entire grade level to assign the same template to all streams within that grade simultaneously.
Assign the fee template
In the Fee Template dropdown, select the template you created in Step 1. A preview panel on the right will display all fee line items and the total invoice amount per student.
Step 3: Generate Bulk Invoices
With the template assigned, you can generate individual invoices for every student in the class in a single action. Edustream creates one invoice per student, pre-populated with all the fee items from the template.Initiate bulk generation
From the Class Billing screen, select the class that has a template assigned and click Generate Invoices. A confirmation dialog will show you the number of students affected and the total billing amount for the class.
Review and confirm
Check the student count and total amount. If the numbers look correct, click Confirm & Generate. If you spot a discrepancy — for example, a student who should be exempt — cancel here, make the necessary adjustment (see Applying Discounts & Exemptions), and then generate.
Wait for processing
Edustream processes the invoices in the background. Depending on class size, this takes a few seconds to a minute. A progress indicator shows the generation status. Once complete, a success banner confirms the number of invoices created.
Step 4: Manage Individual Student Invoices
After generation, each student has their own invoice that you can view, edit, split, or void independently. This gives you the flexibility to handle exceptions — such as late enrolments, transfers, or corrections — without affecting other students.View an Invoice
Go to Finance → Invoices, search for the student by name or ID, and click their invoice to open the detail view. You will see every fee line item, the invoice date, due date, outstanding balance, and a full payment history.
Edit an Invoice
Open the invoice and click Edit. You can change the amount of any line item, add new fee items, or remove optional items. Editing is only available while the invoice status is Unpaid or Partially Paid. Fully paid invoices are locked.
Split an Invoice
If a parent requests to pay in agreed instalments, open the invoice and select Split Invoice. Define the instalments — for example, 60% due by a first date and 40% by a second date — and save. Each instalment becomes a separate payable amount tracked under the same invoice reference.
Void an Invoice
To cancel an invoice entirely, open it and click Void Invoice. Provide a reason (required for audit purposes). Voided invoices are retained in the system for record-keeping but no longer appear in the outstanding balance calculation for the student.
Invoice Statuses
Every invoice in Edustream has one of three statuses, updated automatically as payments come in.| Status | Meaning |
|---|---|
| Unpaid | No payment has been received against this invoice. The full amount is outstanding. |
| Partially Paid | One or more payments have been recorded, but the invoice balance has not been cleared. The remaining balance is always visible on the invoice detail screen. |
| Paid | The invoice has been fully settled. A serialised receipt is automatically issued. |
One-Off and Recurring Charges
Beyond the standard term billing workflow, Edustream supports two additional invoicing modes:- One-Off Charges
- Recurring Termly Bills
To bill a single student for an ad-hoc charge — such as a lost library book, a replacement ID card, or a field trip — go to Finance → Invoices and click New Invoice. Select the student, add the fee item(s) manually, set the due date, and click Issue Invoice. The invoice is created instantly and appears on the parent portal.
Partial payments are tracked automatically. When a parent pays an amount less than the invoice total, the system records the payment, updates the invoice status to Partially Paid, and displays the remaining balance to both the parent and the finance officer in real time.