Invoice Settings
Customise how payment invoices and receipts look when generated for your members.
⚙️ Accessing Invoice Settings
Go to Settings → Invoice Settings.
🔧 What You Can Customise
Academy Details on Invoice
Setting | Description |
|---|---|
Academy Name | Appears at the top of every invoice |
Registration number | Business/company registration number — set under Settings → General |
Address | Your academy's physical address |
Phone | Contact number shown on invoice |
Contact email shown on invoice | |
Tax/GST number | If applicable |
Invoice Logo
Upload a separate logo to appear on downloaded PDF invoices and receipts. This is set under Settings → General → Invoice Logo (Branding section) — separate from your main academy logo and email logo.
Format: PNG or JPG only — SVG is not supported in PDF generation. Recommended size: 200×50px (wide and short, like a letterhead logo).
If no invoice logo is uploaded, no logo appears on PDFs. To remove a logo, click the trash icon on the uploaded image.
Invoice Notes
Add a footer note that appears at the bottom of every invoice. The note editor supports rich text — bold, bullet/numbered lists, and inline images — not just plain text. Examples:
- "Thank you for your continued support!"
- "Payments are non-refundable."
- "For queries, contact us at [email protected]"
Instructor name on invoice line items
Optionally show the assigned instructor's name alongside each class line item on an invoice — helpful for parents who want to see who's teaching without opening the class page. Toggle this under Settings → Payment Types.
Invoice, Receipt & Payroll Numbering
Invoices, receipts, and payroll documents each have their own number sequence — set independently so they can carry different prefixes and ranges.
For each:
- Prefix — letters, numbers, and -, /, _ are supported (e.g. INV-, REC-, PV-)
- Starting number — e.g. start from 1001
- Auto-increment — each new document gets the next number
- Number padding — zero-pad to a fixed length (padding of 4 gives 0001, 0010, 0100)
Example invoice with padding of 4: INV-0001, INV-0002, INV-1000.
Invoice numbers are stamped at publish time — not when the draft is generated. So deleting an unsent draft doesn't leave a gap in your invoice sequence. Receipt numbers are stamped when a payment is marked paid.
Other options:
- Skip zero-amount receipts — RM 0.00 charges (e.g. fully discounted) won't pull a receipt number
- Enable for instructor — whether instructor payments / payroll also use the numbering system
- Invoice note and receipt note — text snapshots captured when each document is issued and printed on the PDF. Changing the setting later doesn't rewrite past documents
Payment Due Date
Control how due dates are calculated for generated invoices. Three modes are available:
Mode | How it works |
|---|---|
Days after creation | Due X days after the invoice is generated (e.g. generated Apr 1 with 10 days → due Apr 11) |
End of billing month | Due on the last day of the billing month (e.g. August billing → due Aug 31) |
Fixed day of billing month | Due on a specific day of the billing month (e.g. day 5 → Feb billing due Feb 5, Aug billing due Aug 5) |
Configure under Settings → Payment Types → Payment Due Date.
Invoice Grouping
Control how recurring invoices are generated when a student is enrolled in multiple classes:
Mode | Behaviour |
|---|---|
Per Class Enrollment (default) | One invoice per class — a student in 2 classes gets 2 separate invoices |
Per Student | One consolidated invoice per student — all class fees appear as line items on a single invoice |
Configure under Settings → Payment Types → Generate Invoice Per.
Changing the grouping mode only affects newly generated invoices. Existing invoices are not modified.
PDF Email Attachments
Control whether invoice and receipt PDFs are attached to outgoing emails:
Setting | What it does |
|---|---|
Attach invoice PDF to new invoice email | When a new invoice is generated, the PDF is attached to the notification email sent to the member |
Attach receipt PDF to payment confirmation email | When a payment is marked paid, the receipt PDF is attached to the confirmation email |
Configure these under Settings → Payment Types → [payment type] → Email Settings.
📄 Downloading Invoices
Members can download a PDF of any payment invoice from:
- My Payments → select a payment → Download Invoice
Admins can download from:
- Payments → select a payment → Download Invoice
📋 Invoice vs Receipt
The document title changes automatically based on payment status:
Document | When |
|---|---|
Invoice | Payment is pending or unpaid |
Receipt | Payment has been confirmed/paid |
Both use the same invoice settings for layout and academy details.
Package payments
For package-based payments, the PDF includes:
- Package name as the line item
- Payment type (e.g. "Package")
- Number of sessions included
- Package validity period (e.g. "Valid for: 3 months")
Bill To
If a student has a linked guardian, the PDF shows a separate Bill To section with the guardian's name, email, and phone — in addition to the student's details.