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Reach1
Level 2

Creating Tuition Invoice

We are a private school in Africa using QB desktop (currently the 2010 version). I want to begin to use QB to invoice parents the annual tuition fees and track those payments in a more cohesive way. Normally I send an annual invoice in excel that gives the annual fee and then details the 5 payments that are due through the school year showing the amount of each payment and the due date. I would appreciate knowing how best to set this up in QBs. Thanks

Solved
Best answer August 27, 2021

Best Answers
Adrian_A
Moderator

Creating Tuition Invoice

It's good to know that you're having a good experience with QuickBooks, Reach1.

 

Yes. You'll have to modify the item manually. All payments will be posted to the account you've assigned to the product. 

 

You can do this by going to the Item List page. Let me guide you with these steps:

 

  1. From the Lists tab, select Item List.
  2. Double-click the Tuition Fee item.
  3. On the Account field, select the pre-paid account.

  4. Click OK.
  5. In the Account Change page, select No.

 

 

As for your second question, we're unable to create an invoice in bulk. Rest assured, I'll take note of this idea and share it with our developers.

 

If you want to send a reminder message to your customer

of the upcoming invoice due dates, you can check this reference: Automate invoice reminders in QuickBooks Online.

 

Feel free to mention my name if ever you need help. Have a safe Christmas!

View solution in original post

AlexV
QuickBooks Team

Creating Tuition Invoice

Hello info-orlinamix-c!

 

Thanks for joining this thread. I'm here to assist you with the invoices but I need more details about the issue. If you need help in setting up tuition invoices, you'll want to follow the steps shared above.

 

For other concerns, please leave a detailed message below and we'll respond as soon as we can. We'll keep an eye on this post.

 

Take care always!

View solution in original post

7 Comments 7
jamespaul
QuickBooks Team

Creating Tuition Invoice

Hello, Reach1.

 

There are two ways to do this in QuickBooks Desktop. I'm happy to show you how to do them in QuickBooks Desktop. 

 

The first method is to simply create an invoice detailing the due payments. Before anything else, you'll want to create a service for the tuition (which we'll add on to the invoice): 

 

  1. Go to Lists, then select Item List.
  2. Click the Item button, then choose New
  3. Ensure you've selected Service for the TYPE.
  4. Enter the details of the service.
  5. Once done, click OK.

 

tuition1.PNG

 

Next, create an invoice: 

 

  1. Click the Customers menu, then choose Create Invoices.
  2. Select the customer (the parent's profile) under CUSTOMER:JOB.
  3. Add the services on the table for the tuition.
  4. Enter the due date and other important details.
  5. Once done, click Save & Close.

 

tuition2.PNG

 

You also have the option to send it over to the parents. Simply click on the Email button. Another thing you can do is to memorize the invoice transaction if it has the same amount or information. Check this article for the steps: Create, edit, or delete memorized transactions

 

The second method is to use Progress invoicing. It works by creating an estimate first, then making invoices out of it. This splits the invoices into a certain percentage until the estimate is closed. You can check this article for the full guide: Set up and send progress invoices in QuickBooks Desktop.

 

Note: The steps are done on QuickBooks Desktop 2019. The user interface might be different but the principles remain the same. 

 

Would you like to learn more on what else you can do in QuickBooks Desktop? Please check out our articles to help you familiarize with the features. 

 

Hop on to this thread if you have more questions. I want to make sure you have everything set for your private school. 

Reach1
Level 2

Creating Tuition Invoice

Thank you this is helpful. I followed the steps for Estimate Invoice > then creating different invoices from this estimate / then payment. I can see how it works. I have a couple of questions leading on from this.

1. I usually create an Invoice in April and then in May the first payment is due (what we call a Place holding fee). This payment we place in a pre-paid tuition account in QB because the income should only apply to the next financial year (where I am, that starts in July). When I created an estimated Invoice I used a line item called Tuition Fee and linked this to the Tuition Fees in my chart of accounts. So when a payment is made the tuition fee account is credited (my income). However, the first invoice I generate from the Estimate Invoice should be linked to the 'pre-paid tuition fee' and not the 'regular tuition fee'. For the first invoice does this mean I need to manually change the invoice line so it says Place holding fee and when payment is made the payment is credited to the pre-paid account? I hope my explanation is clear. The issue is creating an invoice that crosses two financial years and the line item of 'tuition fees' needs to be handled in two different ways.

 

2. Second, I understand the Estimates Invoice > then creating an Invoice progress. When I create, for example, a second invoice from the estimate (let's say this represents 20%) can I select all my customer (my parents) and do a bulk second invoice generation for all parents based on the estimated invoice. I guess what I am asking is with 250 families (customers) once I create the main Estimate Invoice for each family (each may be different according to grade level of the children etc.), I want to be able to then create Invoices - there would be 5 in total for the year, through a bulk process. It would be a lot of work doing 250 x 5 times a year individually!

 

Having used QB for 7 years very happy with his product. I feel this will take me to the next level of using QB and if it will help with the handling of invoicing, I feel it will be worth me upgrading. Thank you

Adrian_A
Moderator

Creating Tuition Invoice

It's good to know that you're having a good experience with QuickBooks, Reach1.

 

Yes. You'll have to modify the item manually. All payments will be posted to the account you've assigned to the product. 

 

You can do this by going to the Item List page. Let me guide you with these steps:

 

  1. From the Lists tab, select Item List.
  2. Double-click the Tuition Fee item.
  3. On the Account field, select the pre-paid account.

  4. Click OK.
  5. In the Account Change page, select No.

 

 

As for your second question, we're unable to create an invoice in bulk. Rest assured, I'll take note of this idea and share it with our developers.

 

If you want to send a reminder message to your customer

of the upcoming invoice due dates, you can check this reference: Automate invoice reminders in QuickBooks Online.

 

Feel free to mention my name if ever you need help. Have a safe Christmas!

View solution in original post

Fiat Lux - ASIA
Level 15

Creating Tuition Invoice


@Reach1 wrote:

I guess what I am asking is with 250 families (customers) once I create the main Estimate Invoice for each family (each may be different according to grade level of the children etc.), I want to be able to then create Invoices - there would be 5 in total for the year, through a bulk process. It would be a lot of work doing 250 x 5 times a year individually!

@Reach1 

You may prepare your Invoice data in XLS and utilize one of these tools to import the data in bulk.

https://transactionpro.grsm.io/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

The template should be like this

CustomerTransaction DateRefNumberPO NumberTermsClassTemplate NameTo Be PrintedShip DateBillTo Line1BillTo Line2BillTo Line3BillTo Line4BillTo CityBillTo StateBillTo PostalCodeBillTo CountryShipTo Line1ShipTo Line2ShipTo Line3ShipTo Line4ShipTo CityShipTo StateShipTo PostalCodeShipTo CountryPhoneFaxEmailContact NameFirst NameLast NameRepDue DateShip MethodCustomer MessageMemoCust. Tax CodeItemQuantityDescriptionPriceIs PendingItem Line ClassService DateFOBCustomer Acct NoSales Tax ItemTo Be E-MailedOtherOther1Other2Unit of MeasureAR AccountCurrencyExchange RateSales Tax Code
Anne's Bakery01/09/2020100    Y15/09/2020Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonCabinets10Cabinets1000              Non
Anne's Bakery01/09/2020100    Y15/09/2020Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonHardware10Hardware50              Non
John's Barber Shope02/09/2020101    Y15/09/2020John's Barber Shope1 Main Street  AnytownNY12345USAJohn's Barber Shope1 Main Street  AnytownNY12345USA(999) 888-8888          NonBlueprints1Blueprints500              Non
Main St Bank03/09/2020102    N16/09/2020Main St Bank1 State Street  AnytownNY12345USAMain St Bank1 State Street  AnytownNY12345USA(888) 888-8888          NonDoor1Door300              Non
Main St Bank03/09/2020102    N16/09/2020Main St Bank1 State Street  AnytownNY12345USAMain St Bank1 State Street  AnytownNY12345USA(888) 888-8888          NonHandles1Handle10              Non
Main St Bank03/09/2020102    N16/09/2020Main St Bank1 State Street  AnytownNY12345USAMain St Bank1 State Street  AnytownNY12345USA(888) 888-8888          NonHinges3Hinges5              Non
Main St Bank03/09/2020102    N16/09/2020Main St Bank1 State Street  AnytownNY12345USAMain St Bank1 State Street  AnytownNY12345USA(888) 888-8888          NonLock1Lock15              Non

 

Reach1
Level 2

Creating Tuition Invoice

Thank you. I will give the suggestions a go.

info-orlinamix-c
Level 1

Creating Tuition Invoice

MY ISSUE IS NOT SOLVED, LOOKS LIKE THIS SYSTEM IS NOT FLEXIBLE 

AlexV
QuickBooks Team

Creating Tuition Invoice

Hello info-orlinamix-c!

 

Thanks for joining this thread. I'm here to assist you with the invoices but I need more details about the issue. If you need help in setting up tuition invoices, you'll want to follow the steps shared above.

 

For other concerns, please leave a detailed message below and we'll respond as soon as we can. We'll keep an eye on this post.

 

Take care always!

View solution in original post