Invoicing: from draft to paid

First: your settings

An invoice is only valid with your practice name, address, Chamber of Commerce number and the right VAT wording, and can only be paid with your IBAN. You fill that in under Settings › Branding. Under Settings › Rates and billing you choose your VAT scheme (the education exemption, the small-business scheme (KOR), 21% or a scheme of your own), your payment term and your numbering. Have your accountant confirm the VAT scheme before you send your first invoice.

The monthly run

1. Go to Invoices and click “Draft invoices”. Choose the period, usually the past month.
2. Each family gets one draft with all the lessons taught in that period, at the rate that belonged to each lesson. Lessons cancelled in time are not on it; a make-up lesson is not on it twice.
3. Open a draft to read it through. If something is wrong, fix the lesson on the Schedule and delete the draft; its lessons become free and you create the draft again. A draft has no number yet.
4. Click “Send”. The invoice now gets its number and goes by email as a PDF to the parent who pays; the same invoice appears in the parent portal.
5. Or click “Send all drafts” and confirm the summary: how many invoices, what total. A draft without an email address stays behind; you send that one yourself.

Marking as paid and sending reminders

Parents pay straight into your account, with the payment QR code or by typing in the details. When you see the amount come in, open the invoice and click “Mark as paid”. The status in the parent portal changes with it. After the payment term an unpaid invoice shows as overdue and appears on Today under “Needs attention”; if you have switched payment reminders on, the family receives one.

Crediting an invoice

1. Open the sent invoice and click “Credit it”.
2. A credit note is issued against it, with a number of its own, and its lessons become free again.
3. Correct whatever was wrong and create a new draft. The credit note and the original invoice both stay in your records; that is what the Dutch tax authority wants to see.

Lesson packages

1. Define the package under Settings › Rates and billing: a name, the number of lessons, the price and how long it is valid.
2. Attach it on the student's page with “Couple a package” and choose when its invoice goes out: straight away, or after the first lesson at the next monthly run.
3. Every lesson taught uses up one prepaid lesson. On the student's page you see how many are left and until when. A package that is used up or has expired you renew, or you credit what is left of it; new lessons go back onto the period invoice.

For your accountant

Every invoice and credit note is a PDF. Under Settings › Your data you export all your invoices as a spreadsheet file, with amounts as text and dates in ISO format. The numbering runs on through the year without gaps, with a prefix of your own if you want one.

Frequently asked questions