You need at least one template before you can create invoices. Templates define the layout of your invoices — header, footer, line items, and whether GST applies. Go to Settings > Invoice Setup.

Set the starting invoice number

In the top right of the page, enter the Next invoice number your school will start from and click Save. This only needs to be set once.

Create a new template

1. Click the New Template tab at the top of the page
   
2. Enter a Template Title — e.g. School Bands or Instrument Hire
   
3. Tick Include GST if your invoices include GST
   
4. Fill in the Invoice Header using the rich-text editor — add your school name, address, contact details, and logo
   
   • To add a logo: click the image icon in the editor toolbar, or drag an image file directly into the header area
     
5. Fill in the Invoice Footer — use this for payment instructions, bank details, or terms
   
6. Add your Invoice Account Items — these are the pre-set line items available when creating invoices:
   

7. Click + Add Item to add more rows. Click the − button on a row to remove it.
   
8. Set the Instrument hire account dropdown to the line item used for instrument hire charges
   
9. Set the Student discount account dropdown to the line item used for discounts
   
10. Click Save
    

Go to Invoices in the main menu and click Add in the top right. The Add Invoice page has invoice details on the left, line items on the right, and a student selector below.

Fill in invoice details

Add line items

The line items panel on the right shows the pre-set items from your selected template. You can:

• Click + Add invoice item to add a pre-set item from the template
  
• Edit the Account No, Description, and Amount directly in the table
  
• Click the bin icon to remove a line item
  

Select students

In the Select Students panel below the form, tick the checkbox next to each student this invoice applies to. You can filter the list by name, instrument, group, tags, or status to narrow down your selection.

1. Tick the students to include
   
2. Click Create Invoices — you will be returned to the invoice list when done
   

On the Invoices page, click any row to open the invoice. The invoice opens in a modal with two tabs: Invoice and Payments.

Invoice tab

The Invoice tab shows the full invoice details including student name, invoice number, dates, amount, and amount due. From here you can:

• Edit the Invoice Date, Due Date, Description, and Tags
  
• Add a line item by clicking Add at the bottom of the line items table
  
• Remove a line item by clicking the − button on its row
  
• Click View Invoice to open a print-ready version of the invoice
  
• Click Archive Invoice to remove the invoice from the active list
  

Payments tab

The Payments tab shows all payments recorded against this invoice and the total amount due. To add a payment:

1. Click Add Payment
   
2. Fill in the payment details:
   

3. Click Add Payment to save — the Amount Due in the invoice list updates immediately
   

To delete a payment, click the delete icon next to it in the payments list.

1. On the Invoices page, tick the checkboxes next to the invoices you want to send
   
2. Click Email in the top right
   
3. Compose your email or choose a saved email template
   
4. Click Send
   

Each parent receives an individual email with a link to view their invoice online through the MSM parent portal.