Communication
Invoicing

Invoicing

Who can do this:Super AdminDirector

Goal: Create and send PDF invoices to community partners for student placements.

Community partners host VoTech students for work placements. The invoicing system lets you bill partners based on student participation, track payment status, and email professional PDF invoices directly from VoTech.

Accessing Invoices

  1. Click Invoices in the sidebar under Community
  2. The invoice list shows all invoices with status, partner name, amount, and dates
  3. Use the status tabs to filter: All, Draft, Sent, Paid, Overdue, Cancelled

Creating an Invoice

  1. Click Create Invoice
  2. Fill in the invoice details:
    • Partner — select from active community partners
    • Invoice Date — defaults to today
    • Due Date — defaults to 30 days from invoice date
    • Notes — optional notes printed on the invoice

Adding Line Items

There are two ways to add line items:

From Students (Recommended)

  1. Click Add Student in the line items section
  2. Search for a student by name
  3. Select a student — VoTech auto-populates:
    • Student name and class enrollment
    • Term they were enrolled in
    • Attendance count (sessions attended)
  4. Adjust the quantity (e.g., number of sessions) and unit price (rate per session)
  5. The line item amount calculates automatically
✅ TIP:

Adding students from the picker ensures accurate records — you can see their class, term, and attendance at a glance. Each student can only be added once per invoice.

Manual Line Items

  1. Type directly into an empty row in the line items table
  2. Enter a description, quantity, and unit price
  3. The amount calculates automatically

You can mix student-based and manual line items on the same invoice.

Removing Line Items

Click the X button on any line item row to remove it. If it's the last row, it clears to an empty placeholder so you can start fresh.

  1. Click Create Invoice to save as a draft

Invoice Statuses

StatusMeaning
DraftNot yet sent — can be edited or deleted
SentEmailed to the partner — waiting for payment
PaidPayment received and recorded
OverduePast due date and not yet paid
CancelledVoided — no longer active

Managing Invoices

Each invoice row has a menu (⋮) with available actions:

ActionWhen AvailableWhat It Does
Download PDFAny statusDownloads a professional PDF invoice
SendDraft onlyEmails the PDF to the partner's contact email
Mark PaidSent onlyRecords payment with today's date
CancelDraft or SentVoids the invoice
DeleteDraft onlyPermanently removes the invoice
ℹ️ NOTE:

Once an invoice is sent, it cannot be edited or deleted — only cancelled. Create a new invoice if changes are needed.

Sending an Invoice

  1. Click Send from the invoice actions menu
  2. Confirm in the dialog — this emails the PDF to the partner
  3. The invoice moves to Sent status
  4. The partner receives an email with:
    • The invoice PDF attached
    • Invoice number and due date
    • 71Five contact information for questions

PDF Invoice

The generated PDF includes:

  • 71Five letterhead with organization details
  • Partner billing address from their contact record
  • Invoice number (auto-generated, e.g., INV-2026-0001)
  • Line items table with description, quantity, rate, and amount
  • Subtotal
  • Notes (if any)
  • Thank you message

To preview, click Download PDF on any invoice.

Tips & Common Mistakes

✅ TIP:

Keep partner contact information up to date — invoices are emailed to the contact email on file. Update it in Community Partners if it changes.

✅ TIP:

Use the student picker when creating line items so attendance data is pulled in automatically. This saves time and ensures accuracy.

ℹ️ NOTE:

Invoice numbers are assigned automatically and cannot be changed. They follow the format INV-YYYY-NNNN (e.g., INV-2026-0001).

Related Guides

Community PartnersReport Builder