What is this function? This guide explains how to create and process invoices in the SpeedAdmin system. It provides step-by-step instructions to help you generate accurate invoices for students, customers, or services.
Why should I use it? Accurate invoicing ensures customers are billed correctly, payments are recorded efficiently, and financial records remain up to date. Following a consistent invoicing process also helps reduce errors, save time, and support smooth financial administration.
How do it use it? Follow the steps in this guide to create an invoice in SpeedAdmin -
- Go to 'Finance' and 'Invoicing' in the top menu bar.
- Select the billing period you want to invoice for. Everything not already invoiced in the selected billing period will now be displayed in the view.
- If there are errors or warnings, such as incorrect personal identity numbers or missing payers, error messages will be shown in red or warnings in orange in the middle column.
- Review the errors and warnings and correct them where necessary before invoicing.
- You also have the option to expand the small arrow next to a guardian's name to get more information
- Click on Details to see what the invoice will include.
- If something is incorrect, you can click the + sign on the faulty row to manually adjust the amount.
- Add in the ledger code, amount and text that is required, (this information pulls through on the invoice). Then click 'Add manual adjustment'
- When all adjustments are finished, select all that need to be invoiced
- In the box that appears, enter the due date and the text that should appear on the invoices.
- Click "Invoice" to create and post.
Manage the Billing Basis
- Under the "Invoiced" tab, everything you have posted will be listed
- 'Recurring Payers' are those that are paying via direct debit
- You have the option to expand the small arrow next to a posted billing basis to see all invoice lines
- Click "Details" for information on what has been invoiced
- Depending on how you send the file to finance, you can click on the three dots to either start an SFTP transfer of the file or download it to send separately to your finance department