# Invoicing — Create Recurring Invoice
URL: https://guide.whitepenguin.co/docs/billing/invoicing-create-recurring-invoice/
> Learn how to create a recurring invoice in WhitePenguin that automatically repeats on a set billing schedule and sends it to a parent for viewing and payment. Note: An invoice can be converted to a recurring invoice whether it has been sent or not. However, when converting, no details can be edited.
## Overview [#overview]
A **recurring invoice** is an invoice that is automatically generated and sent to a parent on a repeating billing schedule — daily, weekly, monthly, termly, or yearly. It is ideal for regular, predictable fees such as tuition, admission, or any fixed charges that repeat over time.
Once created, a recurring invoice can be:
* **Previewed** before saving to check for errors
* **Saved** as a draft without notifying the parent
* **Saved and sent** to the parent immediately via the portal
**Admin only.** Only users with Admin access can create invoices. Teachers and Staff do not have access to the Invoicing section.
## How to Navigate to Create a Recurring Invoice [#how-to-navigate-to-create-a-recurring-invoice]
1. Log in to the **WhitePenguin admin portal**.
2. In the left sidebar, click **Invoicing**.
3. The Invoicing page will open, showing a list of existing invoices.
4. Click the “**˅ Create New**” button (top-right area of the page).
5. A dropdown will appear with two options — select **Create Recurring Invoice**.
6. The **Create Recurring Invoice** form will open.
The **Create New** dropdown has two options: **Create Invoice** (one-time) and **Create Recurring Invoice** (repeating schedule). Make sure to select the correct one.
## Filling in the Recurring Invoice Form [#filling-in-the-recurring-invoice-form]
The Create Recurring Invoice form is split into two panels: the **main form** on the left and the **Invoice Summary** panel on the right. Complete all fields carefully before saving.
The **Invoice Number** (e.g., INV-000955) is auto-generated by WhitePenguin at the top of the form. It cannot be edited or changed.
### 1️⃣ Student Details [#1️⃣-student-details]
Select the student this invoice is for. The two fields work in sequence — you must select a classroom first before the student list becomes available.
| Field | Description | Required |
| ------------- | ----------------------------------------------------------------------- | -------- |
| **Classroom** | Select the classroom the student belongs to from the dropdown | Yes |
| **Student** | Select the student — only becomes available after selecting a classroom | Yes |
### 2️⃣ Invoice [#2️⃣-invoice]
This section is unique to recurring invoices. It defines the **type** of invoice and how often it repeats.
| Field | Description | Required |
| ------------------ | ------------------------------------------------------------------------------------------------------------ | -------- |
| **Invoice Type** | Select the category of the recurring charge. Options: **Tuition fee**, **Admission fee**, **Custom invoice** | Yes |
| **Billing Period** | Select how often the invoice repeats. Options: **Daily**, **Weekly**, **Monthly**, **Termly**, **Yearly** | Yes |
Choose the **Billing Period** carefully — it determines how frequently the invoice will be regenerated and sent to the parent. For example, selecting **Monthly** will send a new invoice every month automatically.
### 3️⃣ Items [#3️⃣-items]
Add the individual charges that make up this invoice. Each row is one line item.
| Column | Description |
| --------------- | --------------------------------------------------------------------------------------- |
| **Description** | The name or description of the charge (e.g., "Monthly Tuition Fee", "Term 1 Admission") |
| **Quantity** | Number of units (default is 0) |
| **Rate** | Price per unit |
| **VAT (%)** | VAT percentage to apply to this line item (default is 0%) |
| **Amount** | Auto-calculated: Quantity × Rate + VAT |
* Click **+ Add New Row** to add another line item.
* Click the 🗑️ icon on any row to remove it.
### 4️⃣ Notes (Optional) [#4️⃣-notes-optional]
Use the **Notes** field at the bottom of the left panel to add any additional information visible to the parent on the invoice, such as:
* Payment instructions
* Reference numbers
* A thank you message
Notes appear on every generated invoice when the parent views it on their portal. Keep them professional and clear.
### 5️⃣ Invoice Summary (Right Panel) [#5️⃣-invoice-summary-right-panel]
The right panel shows the invoice configuration and a live running total that updates automatically as you fill in the form.
| Field | Description | Required |
| ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------- |
| **Issue Date** | The date the first invoice is issued. Defaults to today's date. | Yes |
| **Due Date** | The date by which the parent must complete the first payment. | Yes |
| **Payment Method** | Select the payment method the parent will use (Cash, Online Payment, Transfer, Cheque, or Other). | Yes |
| **Account Number** | Appears only when **Transfer** is selected. Choose the school bank account to receive the transfer. Defaults to the school’s default account (e.g., First Bank of Nigeria — 3030069801). | Conditional |
The summary below these fields shows a live breakdown:
| Field | Description |
| --------------- | --------------------------------------------------- |
| **Subtotal** | Total of all line items before discount and VAT |
| **Discount** | Enter a discount amount to deduct from the subtotal |
| **Tax/VAT** | Total VAT calculated from all line items |
| **Amount Paid** | Any amount already paid against this invoice |
| **Balance** | Remaining amount due (Total minus Amount Paid) |
| **Total** | Final invoice total (Subtotal − Discount + Tax/VAT) |
## Payment Methods Available [#payment-methods-available]
When creating a recurring invoice, select the **payment method** the parent will use to pay each cycle. These are configured in **Settings → Payment Methods**.
| Payment Method | Description | How Parent Pays |
| --------------------- | -------------------------------------------------------------------------------- | ------------------------------------------------------------------------------- |
| 💵 **Cash** | Parent pays in person at the school office | Admin manually records payment after receiving cash each cycle |
| 💳 **Online Payment** | Parent pays via debit/credit card or online gateway integrated with WhitePenguin | Parent clicks **Pay Now** on their invoice page and completes payment online |
| 🏦 **Transfer** | Parent pays via a direct bank transfer to the school’s account | Parent receives bank account details and transfers the amount each cycle |
| 📝 **Cheque** | Parent pays by writing a cheque made out to the school | Parent delivers a cheque each cycle; admin records payment once cleared |
| 🔖 **Other** | Any other payment arrangement agreed between the school and the parent | Admin manually records and marks the invoice as paid based on the agreed method |
Only payment methods that have been **set up and enabled** in **Settings → Payment Methods** will appear as options. If a method is missing, ask your school owner or admin to configure it first.
## Actions: Preview & Save [#actions-preview--save]
After filling in the form, two action buttons are available:
### Preview [#preview]
* Click **Preview** (top-right) to see exactly how the invoice will look to the parent before saving.
* The preview shows: school name and logo, invoice number, student details, line items, subtotal, discount, total, due date, payment method, and notes.
* Use Preview to **catch errors** before the invoice is saved or sent.
* Click **Back** or **Edit** from the preview to return to the form and make corrections.
### Save [#save]
* Click the **˅ Save** button (bottom-right) to save the invoice.
* The dropdown arrow next to Save may offer:
* **Save** — saves as a draft without notifying the parent
* **Save & Send** — saves and immediately sends the invoice to the parent
**Once sent, the invoice cannot be unsent.** Double-check all amounts, billing period, student details, and due dates before clicking **Save & Send**. Use Preview first to avoid mistakes.
## Invoicing Main Page & Invoice Actions [#invoicing-main-page--invoice-actions]
When you navigate to **Invoicing** in the sidebar, you land on the main Invoicing page with a full overview of all invoices.
### Overview Cards [#overview-cards]
| Card | Description |
| -------------------- | -------------------------------------------------------- |
| **Total Invoices** | The total number of invoices created in the system |
| **Paid Invoices** | Invoices that have been fully paid |
| **Pending Invoices** | Invoices that have been sent but not yet paid |
| **Overdue Invoices** | Invoices that have passed their due date without payment |
### Invoice List [#invoice-list]
Recurring invoices appear in the list with **Invoice Type: Recurring** and a 🔄 icon next to the due date. The columns are:
| Column | Description |
| ------------------ | -------------------------------------------------------------------------------------------- |
| **Invoice Number** | Auto-generated unique invoice ID (e.g., INV-000955) |
| **Child Name** | The name of the student the invoice was created for |
| **Invoice Type** | Shows **Recurring** for recurring invoices |
| **Due Date** | The date by which payment must be made for the current cycle |
| **Balance** | Remaining amount still owed for the current cycle |
| **Total Amount** | The full invoice amount for the current cycle |
| **Status** | Current invoice status: **Draft**, **Pending**, **Partially Paid**, **Paid**, or **Overdue** |
| **Action** | Menu to perform actions on the invoice |
### Per-Invoice Actions [#per-invoice-actions]
Click the **⋯ (three-dot)** icon on any invoice row to open the action menu. The actions shown **depend on the invoice status:**
#### Draft, Overdue & Partially Paid Invoices [#draft-overdue--partially-paid-invoices]
| Action | Description |
| --------------------- | -------------------------------------------------------------------------------------- |
| 👁 **View** | Open and view the full invoice details in read-only mode |
| ✏️ **Edit** | Edit the invoice details (e.g., items, due date, payment method) |
| 💰 **Record Payment** | Manually record a payment received for this invoice (Cash, Transfer, Cheque, or Other) |
| ⬇️ **Download** | Download the invoice as a PDF file |
| 🗑️ **Delete** | Permanently delete the invoice — this cannot be undone |
#### Paid Invoices [#paid-invoices]
| Action | Description |
| --------------- | -------------------------------------------------------- |
| 👁 **View** | Open and view the full invoice details in read-only mode |
| ⬇️ **Download** | Download the invoice as a PDF file |
## Tips [#tips]
* **Choose the right billing period.** Match the billing period to how often the fee is actually charged — monthly for tuition, termly for term fees, yearly for annual registration.
* **Always use Preview before saving.** It takes only a second and prevents sending incorrect invoices to parents.
* **Set a realistic due date.** Give parents enough notice — typically 7–14 days from the issue date.
* **Use clear line item descriptions.** Write descriptions parents will immediately recognise (e.g., "Monthly Tuition — September 2026" instead of just "Fee").
* **Add notes for Transfer invoices.** Include your school’s bank details and reference number in the Notes field.
* **Select the correct Invoice Type.** Choose Tuition fee, Admission fee, or Custom invoice to keep your financial records well-organised.
* **Check the student name carefully.** Sending a recurring invoice to the wrong student means repeated incorrect charges every cycle.
* **Use Record Payment** to manually mark Cash, Transfer, Cheque, or Other invoices as paid after receiving each cycle’s payment.
## FAQs [#faqs]
A **Recurring Invoice** is an invoice that automatically repeats on a set billing schedule (Daily, Weekly, Monthly, Termly, or Yearly). It is ideal for regular, predictable fees like tuition. A new invoice is generated each cycle and sent to the parent automatically.
Invoice numbers are **automatically generated** by WhitePenguin in sequential order (e.g., INV-000954, INV-000955). You cannot manually set or change the invoice number.
The available billing periods are: **Daily**, **Weekly**, **Monthly**, **Termly**, and **Yearly**. Choose the one that matches how frequently the fee is charged.
The available invoice types are: **Tuition fee**, **Admission fee**, and **Custom invoice**. Select the type that best describes the recurring charge.
You can edit a **saved (draft)** recurring invoice before it is sent. Once an invoice has been **sent**, editing capabilities may be limited. To make corrections, contact the parent directly and consider creating a new revised recurring invoice if necessary.
When the invoice is sent, the parent receives a notification on their WhitePenguin parent portal. They can view it under **Invoicing** in their portal, where they will see the full invoice details, amount due, due date, and payment instructions for each cycle.
Online payments are recorded automatically. For **Cash**, **Transfer**, **Cheque**, or **Other** payments, record each cycle’s payment manually:
1. Go to **Invoicing** in the admin sidebar.
2. Find the invoice in the list.
3. Click the **⋯ (three-dot)** action menu on that invoice row.
4. Select **Record Payment**.
5. Enter the payment details and confirm.
The invoice status will update to **Paid** and the balance will reflect ₦0.
Go to **Invoicing** in the admin sidebar. Use the **Search by name, class, etc.** bar to find the invoice by child name or invoice number. Recurring invoices show **Recurring** in the Invoice Type column with a 🔄 icon next to the due date. Use the **All Invoices** dropdown to filter by status.
Yes. Parents can view and **download each invoice cycle as a PDF** from their WhitePenguin portal. The PDF includes all invoice details — school name, student info, line items, total, due date, and payment instructions.