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.

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.

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. 

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

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@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

Thank you. I will give the suggestions a go.

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