Invoicing

TABLE OF CONTENTS

• Invoicing
• Creating invoices
• Sending the invoice
• Payments & invoice activity
• Invoice due dates and instalments
• Configuration
• More information

Invoicing

To help you get paid for the courses you organize and reduce administrative overhead, Eduframe offers built-in invoicing functionality.

Invoice statuses

Invoices in Eduframe can have the following statuses:

• Concept – The invoice has been created but not yet sent.

• Open – The invoice has been sent but not paid.

• Paid – The invoice has been sent and paid.

• Expired – The invoice was sent but not paid within the payment term (as defined in the invoice settings).

Where to find invoices

In various parts of Eduframe — such as Contacts, Organizations, and Courses - you can view all invoices related to that specific context.

For a complete overview, go to the Invoices tab. There, you can:

• View all invoices across the platform

• Filter and search to find specific invoices

The number displayed next to the "Invoices" tab indicates the total of open and expired invoices

Creating invoices

Automatically

Eduframe automatically creates a concept invoice when you save an order that has a price (i.e. not marked as free or to be determined).

Unless the invoice is paid during signup, it is not sent out automatically.

Before sending the invoice, you can review and edit its details.

Manually

You can also create an invoice manually by clicking the + Invoice button. This button is available in several places:

• On the Invoices tab

• Within the context of an Order, Product Edition, Organization, or Contact

When creating an invoice manually, you’ll need to:

• Select who the invoice is for (depending on the context)

• Optionally select a product to link the invoice to

Once you’re done, you can proceed to send the invoice.

Sending the invoice

Once your invoice is ready, you can open and (optionally) send it using one of the following options:

• E-mail – Opens and sends the invoice via email.

• Send manually – Opens the invoice without sending it.

• E-invoice (Peppol) – Opens and sends the invoice via the Peppol network.

Choosing any of these options will:

• Generate the invoice number

• Create the PDF and UBL versions

• Change the invoice status to Open

Want to learn more about e-invoicing using Peppol? Check out this article.

If changes are needed to opened invoices, we recommend creating a new invoice and crediting the original by issuing a negative invoice.

Payments & invoice activity

• Under the Payments tab on the invoice, you can see any payments linked to the invoice.

• The Timeline & Activity tabs shows all actions and events related to the invoice.

Invoice due dates and instalments

Invoices have due dates based on the configured payment period in your settings.

If partial payments are enabled (under Payment options), and an order uses a partial payment plan, Eduframe will automatically generate multiple concept invoices according to that plan. Each invoice has its own payment status, even if they belong to the same order.

Do you need to use invoice data in an external system, such as for bookkeeping?

Eduframe supports several ways to export or sync your invoice data:
    •    Excel export
    •    Exact Online integration – Use our built-in integration to sync invoices with Exact Online.
    •    Power BI integration – Connect Eduframe to Power BI for reporting and analysis.
    •    Custom API integration – Build your own integration using Eduframe’s API.

Configuration

Want to learn more about configuring invoices? Check out our Invoice Settings article for a full overview.

More information

Click here for other Articles around the Settings page in Eduframe

Click here if you have any questions for support.