> For the complete documentation index, see [llms.txt](https://schoolmanagerp.gitbook.io/schoolmanagerp-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://schoolmanagerp.gitbook.io/schoolmanagerp-docs/en/fee-structures/invoices.md). # Invoices Find the invoice of every payment, print it, and send it to the guardian. **Where to go:** in the left menu, **Finance → Invoices**. **Before you start:** you must be an admin or an accountant. An office assistant can only look. You never make an invoice by hand. When you take money with [**Record payment**](/schoolmanagerp-docs/en/fee-structures/record-payment.md), an invoice is made. When you [**reverse**](/schoolmanagerp-docs/en/fee-structures/payments.md#task-reverse) a payment, the original invoice is cancelled and a **credit note** is made against it. [Find an invoice](#task-main) · [Print](#task-print) · [Send to guardian](#task-send) · [Share link](#task-share) · [Troubleshooting](#trouble) **On this page** * [Find and open an invoice](#task-main) * [Invoice or credit note: how to tell](#confirm) * [Other situations](#other) * [Print an invoice](#task-print) * [Send to the guardian by WhatsApp or SMS](#task-send) * [Create a share link](#task-share) * [Make a new link or turn it off](#task-regenerate) * [See how a guardian's payment arrived](#task-how-paid) * [What the guardian sees when they open the link](#task-guardian) * [Troubleshooting](#trouble) * [Who can do what](#roles) * [Learn more](#more) *** ## Find and open an invoice 1. In the left menu press **Finance**, then **Invoices**. → The list opens, newest first: **Invoice no.**, **Student**, **Amount**, **Status**, **Issue date**, **Due date**. 2. In the **Search invoices** box type the invoice number or the student's name. If needed, filter by **Status**, **Issue date** (**Issued from**, **Issued to**) and **Amount (৳)** (**Minimum**, **Maximum**). 3. Press **View** on the row. → The invoice page opens: **Student**, **Issue date**, **Due date**, **Total**, **Payment**. Below, for each bill, the **Fee**, **Period**, **Bill**, **Discount**, **Paid now**, **Left to pay**; then **Total billed**, **Discount**, **From wallet**, **Paid**, **Change given**. An invoice number looks like this: `INV-2026-00042`. Each school counts from 1 again every year; the year means the calendar year in Bangladesh time. ![one invoice's page, top part; 1 · Invoice number and status 2 · List of bills; accountant](https://1521882729-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4VUIF0J625mjr4UQwChh%2Fuploads%2Fgit-blob-8d190d14521affaa39c0ec6110a5021c3a4beb5e%2Finvoices-01-detail.png?alt=media) *** ## Invoice or credit note: how to tell | What | How you can tell | Number | | --------------- | ---------------------------------------------------------------------------- | ---------------- | | **Invoice** | The normal page; the **Payment** row shows the method and date | `INV-2026-00042` | | **Credit note** | A **Credit note** label next to the number, and an **Original invoice** link | `CN-2026-000007` | Credit note numbers run in a separate series, one digit wider than invoices. There is no button to delete an invoice or cancel it by hand; if there is a mistake, reverse the payment ([**Payments**](/schoolmanagerp-docs/en/fee-structures/payments.md#task-reverse)). *** ## Other situations ### Print an invoice 1. On the invoice page, in the **Print** part, choose a **Paper size**: **A4 page**, **Receipt printer — 80 mm**, or **Receipt printer — 58 mm**. 2. Press **Print**. → The invoice opens for printing; print from there. The app remembers the size you pick. You can also print straight from the list with **Print** on the row. To fix the printer, see [**Setting up printers and sizes**](/schoolmanagerp-docs/en/settings/print-templates/printers-and-calibration.md). ### Send to the guardian by WhatsApp or SMS 1. On the invoice page, in the **Send to guardian** part, press **WhatsApp** or **SMS**. 2. If there is more than one guardian, the **Pick a guardian** window opens; choose one. If there is one, it sends straight away. → **Receipt sent.** The message carries a new [share link](#task-share) to the receipt. * If there is no guardian, the button cannot be pressed and it says **This student has no guardian to send a receipt to.** * If siblings were paid on one invoice, each student's guardians appear in the list. * SMS uses up the school's SMS credit. If the credit is low, it is not sent. * Each send makes a new link; the earlier link stays active. ### Create a share link With the link, anyone can see the receipt without signing in. So give it only to the guardian. 1. On the invoice page, in the **Share link** part, press **Create share link**. → The **Shareable receipt link** appears, for example `https:///i/…`. Below it, **Link works until …** — 30 days from today. 2. Press **Copy link**, then send it to the guardian. > **Remember:** the link only shows right when it is created. If you reload the page it is gone; the app does not keep the link itself. If you need it again later, [**regenerate the link**](#task-regenerate). After 30 days the link stops by itself. Then **Create share link** comes back on the page. ### Make a new link or turn it off When there is an active link, two buttons appear: | Button | What happens | | ------------------- | -------------------------------------------------------------------------------------------------------------------------------- | | **Regenerate link** | All the old links of this invoice stop, and a new 30-day link is made. Message: **New link made. The old link no longer works.** | | **Turn off link** | This link stops. Message: **Share link revoked.** | Both ask first, because nobody holding an old link can open the receipt any more. If a link went to the wrong person, press **Regenerate link**, then give the new one to the right guardian. ### See how a guardian's payment arrived When the money came from a guardian, either a payment proof you confirmed or a bKash payment, the printed invoice has an extra part under the totals: **How it was paid / কীভাবে পরিশোধ হয়েছে**. A payment taken at the counter has no such part, and neither does a credit note. It shows on all three paper sizes; on the receipt printers the heading reads **How it was paid**. | Line | What it shows | | --------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Method / মাধ্যম** | How the guardian paid, by name, for example bKash / বিকাশ. | | **Transaction ID / লেনদেন নম্বর** | The full transaction ID, when there is one. | | **Submitted on / জমার তারিখ** | The day the guardian sent the proof. A proof only. | | **Confirmed / নিশ্চিত** | A proof only. On your own print: "by" the name of the person who confirmed it, then "on" the date. On a print a guardian opens from the portal: "by the school on" the date, with no name. | | **Paid at / পরিশোধ** | A bKash payment only: the day bKash settled it. | The share link does not carry this part, and it hides most of the transaction ID: see [What the guardian sees when they open the link](#task-guardian). ### What the guardian sees when they open the link When a guardian opens the link on a phone, they see the **Invoice receipt** page without signing in: * At the top, the school's name (with its logo and address if set), then the invoice number and the **Issue date**. * Each bill, **Billed**, **Discount**, **Paid**, **Change**. * The **payment method**, the **payment date**, and the amount **in words**. If the payment had a transaction ID, only its last 4 characters show, after the method and a dot; the rest is hidden by stars. The **How it was paid** part of a print is not on this page. * If it is a credit note, it says **Credit note**. * At the bottom, **Save as PDF** — the phone's print opens, and from there the PDF can be kept. the invoice receipt page on a guardian's phone, 390 pixels wide; the Save as PDF button visible If the link is turned off, expired or wrong, the guardian sees **This link isn't valid** — **The receipt may have been revoked, or the link may be mistyped.** The page does not say which reason it is. Then give a new link from the school. *** ## Troubleshooting | What you see | What to do | Who can help | | ------------------------------------------------------------------------------ | ---------------------------------------------------------------------------------- | ------------ | | **No invoices found** | No payment has been made, or a filter is hiding them all. Clear the filters. | — | | **Failed to load invoices** | Reload the page. | Admin | | **Couldn't load this invoice.** | Press **Retry**. | Admin | | **Couldn't open the printable invoice. Try again.** | Check whether pop-ups are allowed in the browser, then press again. | — | | The **Print** part is missing | Only an admin and an accountant print. | Admin | | **Couldn't send the receipt.** | Check that the guardian's phone number is right, then try again. | Admin | | **Couldn't send the receipt.** when sending by SMS | The school's SMS credit may have run out. Send by WhatsApp, or buy SMS credit. | Admin | | The share link is not visible any more | The link only shows when it is created. Press **Regenerate link**. | — | | **Couldn't copy the link. You can select and copy it below.** | Select the link's text yourself and copy it. | — | | **The share link couldn't be created.** / **The link couldn't be turned off.** | Try again. If you are an office assistant this is not for you; ask the accountant. | Admin | | A guardian says **This link isn't valid** | The link's 30 days are over, or it was turned off. Make a new link and send it. | Accountant | More help with this: [What to do when something goes wrong](/schoolmanagerp-docs/en/help/troubleshooting.md#fees). *** ## Who can do what | Role | See invoices | Print | Send to guardian | Share link | | --------------------------------------------------------------------- | ------------ | ----- | ---------------- | ---------- | | Admin | Yes | Yes | Yes | Yes | | Accountant | Yes | Yes | Yes | Yes | | Office assistant | Yes | No | No | No | | Academic coordinator, teacher, exam controller, governing body member | No | No | No | No | **Admin and accountant:** see all invoices, print them, send them to the guardian, and create, renew or turn off share links. **Office assistant:** sees all invoices and credit notes, for example when a guardian asks. Even if the send and share buttons show on the page, the app does not let you use them; ask the accountant. For other roles, **Invoices** is not in the left menu. *** ## Learn more
Parts of the page — the invoice list 1. The **Invoices** heading. 2. The filters — **Search invoices**, **Status**, **Issue date**, **Amount (৳)**. 3. The list — **View** and **Print** on each row. A credit note's row has a **Credit note** label. ![invoice list with one normal invoice and one credit note; the three parts numbered; accountant](https://1521882729-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4VUIF0J625mjr4UQwChh%2Fuploads%2Fgit-blob-17089f2009dbcb477f6cd8eedbc62d2257b44f32%2Finvoices-02-list.png?alt=media)
How invoices and share links work
A payment makes an invoice; from the invoice you can print, send to the guardian or share a link; a link works for 30 days and making a new one stops the old; reversing a payment makes a credit note

From payment to invoice, printing and share link

* **The link is not kept:** the app keeps only a secret fingerprint of the link, not the whole link. That is why a link cannot be shown again later; a new one has to be made. * **Two people at once:** if two people press **Regenerate link** on the same invoice at the same time, only one active link is left in the end. * **Off means off:** a link that is turned off or expired never works again.
**Related pages** * [**Record payment**](/schoolmanagerp-docs/en/fee-structures/record-payment.md) — where invoices are made. * [**Payments**](/schoolmanagerp-docs/en/fee-structures/payments.md) — reversing a payment, and credit notes. * [**Online payments**](/schoolmanagerp-docs/en/fee-structures/online-payments.md) — confirming a guardian's payment proof, which then shows on the invoice. * [**Student dues**](/schoolmanagerp-docs/en/fee-structures/dues.md) — seeing what is still owed. * [**Fines**](/schoolmanagerp-docs/en/fee-structures/fines.md) — fine bills and waiving. * [**Setting up printers and sizes**](/schoolmanagerp-docs/en/settings/print-templates/printers-and-calibration.md) — fixing the receipt printer.