# Invoicing — Create Single Invoice
URL: https://guide.whitepenguin.co/docs/billing/invoicing-create-single-invoice/
> Learn how to create a single invoice in WhitePenguin and send it directly to a parent for viewing and payment.
## Overview [#overview]
A **single invoice** is a one-off invoice created manually by an admin for a specific parent or child. It can cover any fee — tuition, activity charges, supplies, late fees, or any custom item — and can be sent directly to the parent’s portal for payment.
Once created, a single invoice can be:
* **Previewed** before saving to check for errors
* **Saved only** 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 Single Invoice [#how-to-navigate-to-create-a-single-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 or submenu will appear — select **Create Invoice**.
6. The **Create Single Invoice** form will open.
## Filling in the Invoice Form [#filling-in-the-invoice-form]
The Create 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-000952) 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 Items [#2️⃣-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., "Tuition — August 2026", "Art Supplies") |
| **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.
### 3️⃣ Notes (Optional) [#3️⃣-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 the invoice when the parent views it on their portal. Keep them professional and clear.
### 4️⃣ Invoice Summary (Right Panel) [#4️⃣-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 invoice is issued. Defaults to today's date. | Yes |
| **Due Date** | The date by which the parent must complete 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 single invoice, you select the **payment method(s)** the parent can use to pay. These are configured by the school admin in **Settings → Payment Methods**.
| Payment Method | Description | How Parent Pays |
| --------------------- | -------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------- |
| 💵 **Cash** | Parent pays in person at the school office | Admin manually marks the invoice as paid after receiving cash payment |
| 💳 **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 manually |
| 📝 **Cheque** | Parent pays by writing a cheque made out to the school | Parent delivers the cheque to the school; admin marks the invoice as paid 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 when creating an invoice. If a method is missing, ask your school owner or admin to configure it first.
## Actions: Preview, Save Only, and Save & Send [#actions-preview-save-only-and-save--send]
After filling in the invoice form, you have **three action buttons** at the bottom of the form:
### Preview [#preview]
* Click **Preview** to see exactly how the invoice will look to the parent before saving it.
* The preview shows the invoice layout including:
* School name and logo
* Invoice number (auto-generated)
* Parent and child information
* Line items, subtotal, discount, and total
* Due date and payment method
* Notes
* Use Preview to **catch errors** (wrong amount, wrong parent, typos) before the invoice is saved or sent.
* Click **Back** or **Edit** from the preview to return to the form and make corrections.
### Save Only [#save-only]
* Click **Save Only** to save the invoice as a **draft** without sending it to the parent.
* The invoice will appear in the **Invoicing** list with a `Draft` or `Unpaid` status.
* The parent will **not** receive a notification and cannot yet see the invoice on their portal.
* Use this option when you want to:
* Prepare invoices in advance before the billing period starts
* Review the invoice with another admin before sending
* Create a record now and send it at a later date
To send a saved-only invoice later, go to the **Invoicing** section, find the invoice, and click **Send** from the invoice’s action menu.
### Save & Send [#save--send]
* Click **Save & Send** to save the invoice **and immediately notify the parent**.
* The parent will:
1. Receive a **notification** on their WhitePenguin parent portal
2. Be able to view the full invoice in the **Invoicing** section of their portal
3. See the payment method instructions and a **Pay Now** button (if online payment is enabled)
* The invoice status will update to **Sent** in the admin Invoicing section.
* Use this option when the invoice is ready and you want the parent to act on it right away.
**Once sent, the invoice cannot be unsent.** Double-check all amounts, parent 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. This page gives you a full overview of all invoices and lets you take action on each one.
### Overview Cards [#overview-cards]
At the top of the page, four summary cards show a quick financial snapshot:
| 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]
Below the cards, the invoice list shows all invoices with the following columns:
| Column | Description |
| ------------------ | -------------------------------------------------------------------------------------------- |
| **Invoice Number** | Auto-generated unique invoice ID (e.g., INV-000950) |
| **Child Name** | The name of the student the invoice was created for |
| **Invoice Type** | The type of invoice (e.g., One Time, Recurring) |
| **Due Date** | The date by which payment must be made |
| **Balance** | Remaining amount still owed on the invoice |
| **Total Amount** | The full invoice amount |
| **Status** | Current invoice status: **Draft**, **Pending**, **Partially Paid**, **Paid**, or **Overdue** |
| **Action** | Menu to perform actions on the invoice (see below) |
Use the **Search bar** to find invoices by name, class, or other details, and the **All Invoices** dropdown to filter by status.
### 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 (used for 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 |
| 🔁 **Set Recurring** | Convert this paid invoice into a recurring invoice that repeats automatically on a set schedule |
| ⬇️ **Download** | Download the invoice as a PDF file |
Once an invoice is marked as **Paid**, the action menu changes to **View, Set Recurring, and Download** only. Edit, Record Payment, and Delete are no longer available for paid invoices.
## Tips [#tips]
* **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 — to avoid payment disputes.
* **Use clear line item descriptions.** Write descriptions that parents will immediately recognise (e.g., “September 2026 Tuition Fee” instead of just “Fee”).
* **Add notes for bank transfer invoices.** If the payment method is bank transfer, include your school’s bank details and reference number in the Notes field so the parent has all the information they need.
* **Save first, send later.** If you’re not 100% sure the invoice is correct, use **Save Only** and come back to review it before sending.
* **Check the parent’s name carefully.** Sending an invoice to the wrong parent is a common mistake. Use the search/autocomplete to confirm you’ve selected the right person.
* **One invoice per billing item.** Create separate single invoices for different types of fees (e.g., tuition and supplies) to keep financial records clean and easy to track.
* **Use the Classroom or All Classrooms filter** on the Invoicing page to find invoices faster after creating them.
## FAQs [#faqs]
A **Single Invoice** is created manually for one specific student at a time as a one-off charge. A **Recurring Invoice** lets you automatically generate and send invoices on a repeating schedule (e.g., monthly tuition). Use Single Invoice for custom or one-time charges; use Recurring Invoice for fees that repeat on a regular basis.
Invoice numbers are **automatically generated** by WhitePenguin in sequential order (e.g., INV-000951, INV-000952). You cannot manually set or change the invoice number.
This depends on how your school's payment methods are configured in **Settings → Payment Methods**. If multiple methods are enabled, the parent will see all available options and can choose which one to use.
You can edit a **saved (draft)** invoice before it is sent. Once an invoice has been **sent** to the parent, editing capabilities may be limited. To make corrections to a sent invoice, contact the parent directly and consider creating a revised invoice if necessary.
When the invoice is sent, the parent receives a notification on their WhitePenguin parent portal. They can view the invoice by going to **Invoicing** in their portal, where they will see the full invoice details, the amount due, the due date, and the payment instructions.
Online payments are recorded automatically by the system. For **Cash**, **Transfer**, **Cheque**, or **Other** payments, an admin must manually record the payment:
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.
The invoice status will show as **Overdue** in both the admin and parent portals. The **Financial Overview** on the admin Dashboard will also reflect the overdue amount under **Overdue Invoices**. You can follow up with the parent manually or configure automatic reminders if that feature is available in your school's plan.
Yes. Parents can view and **download the invoice 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.
Go to **Invoicing** in the admin sidebar. Use the **Search by name, class, etc.** bar to find the invoice by child name, invoice number, or classroom. Use the **All Invoices** dropdown to filter by status (Draft, Pending, Paid, Overdue).