The Finance tab covers both invoices and billing. Please note, Finance and Billing are separate functions within Kicksite. The Billing section of Kicksite is only used when a studio has set up a merchant account with Solupay. This will be discussed in greater detail in the Billings section of this guide.
Figure 1: Finance drop down menu
In the planning and setup of invoices on Kicksite, there are a few settings that need to be addressed.
Figure 2: Invoice Details
In the Invoice Details screen, the admin will be able to set the default terms of payment, tax rate, late fees, and any notes that are important to invoicing students. See Figure 3.
Figure 3: Invoice Details
Invoices shows the dashboard of Past Due Invoices, Open Invoices, Undelivered Invoices, and Recent Closed Invoices. To view the invoice, click on the Invoice Number. To view the student profile, click on the Person Name. Past due invoices show at the top of the screen due to the importance of resolving any payment issues.
Figure 4: Past Due Invoices
Towards the bottom of the dashboard, Open Invoices and Closed Invoices give a summary of active or resolved financial invoices for students.
Figure 5: Open and Closed Invoices
When creating a new invoice, seen in Figure 6, the invoice must be for a Student or Prospect. If Auto-Invoice is clicked, that means the user wants the invoices to automatically be issued. The user can determine the timespan between invoices (i.e. days, weeks, months, years). The next box shows how many invoices will be issued. If the administrator does not want the invoices to have an end, leave it blank and they will be sent each specified time frame. Tax can be added or removed. The Tax can be set in the Right Main Menu section in Settings. We will discuss this more later.
Line items can be added directly to the invoice by clicking on the inventory items to the right. This keeps multiple users from using different wording on invoices and keeps everyone consistent. Click Add Line Item to add more items to the invoice. To finish the invoice, click the Create Invoice button at the bottom.
Figure 6: New Invoice
The invoice will not be automatically emailed to the student. The user must click Email Invoice for it to send as shown in Figure 7.
Figure 7: Click Email Invoice to Send
To view the Invoice, click on the invoice number either from the Invoice dashboard or from the student profile under the Finance tab, then Invoices. The invoice will look like Figure 8.
Figure 8: Invoice Example
Recurring Invoices shows the dashboard of all the Recurring Invoices. Once an invoice is closed, it will show highlighted in red. A yellow highlight indicates a final invoice. On the far right, there are 3 actions that can be taken with each invoice: Pay Invoice, Record a Payment, or Email Invoice. Once an invoice has been emailed, the icon changes to a green check mark as seen in Figure 9.
Figure 9: Recurring Invoices
The Payments link shows the dashboard of all the payments that have been made. This list includes both transactions and payments as seen in Figure 10.
Figure 10: Payments Dashboard
Record a Payment
To Record a Payment, click the corresponding green link. This means that the student either brought cash, gave the school or check, ran a credit card or somehow paid for this invoice, without using the Kicksite billing system. Record a Payment is a way to create a record of payment and it is different than performing a payment transaction. See Figure 11.
Figure 11: Record a Payment
The Record a Payment screen can be accessed from the Payments screen or from the Received Payments screen. In this Payments screen, a payment can be recorded along with the date, reason, payment method, and amount.
Figure 12: Record a Payment
Kicksite has a built-in feature to search for a payment. This is useful in the case that a payment may be in question by the studio or by the student. This can be found by clicking on Payments from the Finance menu item. Once on the Payments screen, click on Search Payments in the right corner of the screen.
Figure 13: Finance menu, Search Payments
Figure 14: Search for a Payment
The difference between Finance and Billing is simple. Finance does not require a 3rd party to manage transactions. Finance is simply the means to create an invoice and track payments by a customer. Billing requires signing up with our partner, Solupay, to process credit and banking transactions.