> ## Documentation Index
> Fetch the complete documentation index at: https://help.edustream.ng/llms.txt
> Use this file to discover all available pages before exploring further.
# Fee Invoicing: Templates, Bulk Generation & Management
> Create reusable fee templates, assign them to entire classes, and generate individual student invoices in bulk — all from one place.
Fee invoicing in Edustream gives finance administrators a structured, repeatable workflow for billing students. Instead of creating charges one student at a time, you define a fee template once, attach it to a class or grade level, and let the system generate individual invoices for every enrolled student automatically. This page walks you through the complete invoicing workflow — from building your first fee template to managing individual student invoices after generation.
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](/getting-started/plans-and-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.
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.
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.
Click **Add Fee Item** to add each charge that applies to this template. For every line item, provide:
| 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. |
Add as many line items as needed. A typical template might include Tuition, Development Levy, Library Fee, and Uniform.
Click **Save Template**. The template is now available to assign to classes. You can edit it at any time before invoices are generated — changes made after bulk generation do not affect already-issued invoices.
Create one master template per grade level, then duplicate it for each term and adjust amounts as needed. This keeps your template library organised and makes year-on-year updates faster.
***
## 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.
Go to **Finance → Class Billing**. Select the academic session and term from the filter dropdowns at the top of the page.
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.
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.
Review the line items and total, then click **Assign Template**. The class now shows a *Template Assigned* status and is ready for bulk invoice generation.
***
## 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.
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.
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](/features/payments-and-wallets)), and then generate.
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.
Go to **Finance → Invoices** and filter by the class and term. You should see one invoice per student, each with a status of **Unpaid**.
Bulk invoice generation cannot be undone in bulk. If you generated invoices in error, you must void each one individually. Always double-check the student list and template before confirming generation.
***
## 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.
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.
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.
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.
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:
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.
For fees that recur every term (such as Tuition), you can schedule automatic invoice generation. In the **Fee Template** settings, toggle on **Recurring** and set the schedule — for example, *Start of every term*. Edustream will auto-generate invoices for the assigned class at the start of each term without any manual action.
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.