Creating Manual Invoices

If you need to manually invoice families for services or for activities, you can do so very easily!

+Add Invoice Feature

The “Add Invoice” feature allows users with Super Admin and Manager roles to create invoices in Popsicle manually.

Manually created invoices are not linked to any specific activity or child.

To create a new invoice:

1. Navigate to Transactions → Invoices.
2. Click the “+ Add Invoice” button.
3. Complete the Add Invoice form as described below.

“Add Invoice” form includes:

1. Parent drop-down list: displays a drop-down list of all parents associated with the school.
   1. Only one parent can be selected at a time.
   2. Required field.
   3. At least one registration must exist before parents appear in the list.
2. Description input field: will appear on the generated invoice.
   1. Maximum 100 characters.
   2. Required field.
3. Cost input field: an amount that the parent needs to pay.
   1. Must be greater than 0.
   2. Required field.

When an invoice is created, it follows the same processing and visibility rules as automatically generated invoices.

Admins and managers have two options when creating invoices:

1. Charge Parent — the parent is charged immediately using their default payment method.
2. Invoice Parent — the invoice is sent to the parent for manual payment.
   1. The parent has 7 days to pay the invoice; after this period, the invoice status will change to 'Past Due'.

When a Super Admin or Manager attempts to charge a parent by creating a manual invoice for a parent who does not have a saved payment method, the following error message is displayed: “Parent does not have any selected payment method.”

In this case, the Super Admin or Manager can still invoice the parent.

When a Super Admin or Manager is unable to charge the parent for any reason (e.g., insufficient funds, card declined, expired card), the following error message is displayed: “Manual invoice creation failed: the parent’s default payment method could not be charged.”

In this case, the Super Admin or Manager can still invoice the parent, even if the default card fails.

Manually created invoice should be displayed on the:

• School Portal → Transactions → Invoices page.
• Parent Portal → Receipts page.
• Stripe Dashboard.

All manually added invoices are displayed with a label: Manual Invoice.

When manual invoice creation fails for any reason, an invoice with a ‘Void’ status will be created.