Create Invoices

You can create invoices and send them automatically to payers. You can create both single invoices, as well as recurring invoices. In this article we will discuss how to create both. 

Creating A Single Invoice 

Creating an Invoice through Parachute is simple! You can add as little or as much data to the invoice as you need and even add or edit data later. You can find information on how to edit an invoice here. There are now many different ways to create an invoice, do what works best for you! To create a new invoice:

  1. Navigate to the Invoice section from the left menu
  2. From the Invoice Search Pageclick the Create Invoice button on the upper right hand corner. You should now be on the New Invoice page 
  3. Add at least the minimum information:

Note: Parachute allows you to create an invoice for a Payer, even if they do not yet have a child associated with them. Use this to send invoices quickly and add data later or to take deposits for a child that has not yet been on-boarded.

Invoice Fields

There are multiple ways to fill-out an invoice depending on what data you want to include, how Payers and Children are associated, and how you want to calculate the total invoice balance. Below you will see how each field can be used

Note: You are not required to fill-out invoice fields in any specific order, but some fields will be dependent on others.

* Indicates a required field

♦ Indicates a field that may be used to help calculate fees 

  1. Due Date
    • If you do not enter in a date then today's date will be auto-filled
    • The date the invoice balance is due and must always be set as either the current date or for a date in the future
      • If a Payer has AutoPay enabled then this is the date they will be charged
  2. Billing Period
    • This is the date range the invoice covers
  3. Invoice Number
    • If you do not enter in a number here then one will be auto-populated for you when the Invoice is sent
    • You can set the Starting Invoice Number in Settings
  4. Payer(s)*
    • This is who will receive the invoice and pay the invoice balance
    • When you select a Payer you can only add:

      Note: Only Payers and Children who are all associated with each other can be added to the same invoice. If you have multiple Payers who are associated with different children then you can only create an invoice for the children in common. Additional invoices will need to be created for Payers and Children who are not associated with each other.

      • Other associated Payers 
      • Other associated Children
  5. Split Amount(% or $) 
    • If multiple Payers are on one invoice then you must assign each a split amount
    • By default split amount is a percentage (%) but if you select the you can split by dollar amount ($)
      • Split amount must equal 100% or the balance total between all payers selected
  6. Notes
    • Any additional information you want to provide to the Payer on the Invoice
    • If there are multiple Payers selected then the only notes they will see are those input on their line. If you would like to send the same note to all payers copy and paste it into each note section
  7. Child Name
    • This field is used to show which fees are associated with either:
      • A participant in your care
      • Item Only
        • This is used to indicate that a line item is not directly associated to a specific child
    • When you select a Child you can only add:
      • Other associated Payers
      • Other associated Children
  8. Item Description
    • This field indicates what the individual line item is for. You can select the following:
      • Tuition
        • If this is selected for a child who has default Tuition/Fees data saved on their profile the amount field will be auto-populated based on their default settings and the Billing Period 
      • Deposit
      • Fees
      • Voucher
      • Custom Field
        • This allows you to add any custom line item descriptions you need to help you with your record keeping. (i.e. Field Trip Fees, Extra Meal Expense, Ice Cream Truck Fund, etc.) 
  9. Amount*♦
    • This indicates the amount owed for each line item
    • Enter in the amount you want to charge or click the Calculator button to help you calculate the total
      • Rate Type Options
        • Hourly
        • Half-day
        • Day
        • Week
        • Two Weeks
        • Month
        • Year
      • Rate
        • The dollar ($) amount charged per rate type
      • Qty
        • The number (#) of times you want to change that rate type
      • Attendance
        • Click this to calculate the hours of attendance recorded for the Child selected during the Billing Period selectedmultiplied by the Hourly Rate stored in your Site Management settings
      • Discount (% or $)  
        • Subtracts the amount from the Invoice Balance Total
        • By default Discount is a percentage (%) but if you select the you can Discount by dollar amount ($)
          • Cannot exceed 100% or the Invoice Balance Total
      • Subsidy (% or $)
        • If a child is receiving subsidized care and you want to see this reflected on the invoice you can either:
          • Check the box to Show on Invoice
            • If this box is checked then the Payer will see Subsidy called out on their invoice
            • If this box is unchecked then the Invoice Balance will reflect the Subsidy, but the Payer will not be able to see it called out on their invoice
        • By default Subsidy is a percentage (%) but if you select the ⌄ you can enter a dollar amount ($)
          • Cannot exceed 100% or the Invoice Balance Total
  10. TrashIcon
    • Click this to remove an added Payer or Line Item

Sending and Scheduling Invoices

Once you are finished adding your invoice data you can either send the invoice immediately or schedule it to be sent out in the future. 

  • Send Now
    • Clicking Send Now will send the Invoice to the Payers on the Invoice immediately
  • Schedule Send
    • If you click the you will see a calendar pop up and be able to select a future date. From here you should see the Send Now button change to reflect the future date you selected 
    • Invoices scheduled to be sent in the future can be found in the Unsent Invoices Section 
  • Save

Creating A Recurring Invoice

If you would like to create an Invoice that is sent on a regular cadence automatically you can do so with a Recurring Invoice. To create a recurring invoice from scratch:

  1. Navigate to the Invoice section from the left menu and click Recurring Invoices
  2. From the Recurring Invoice search page click the Insert Create Recurring button on the upper right hand corner. You should now be on the New Recurring Invoice page 
  3. In addition to the fields required to generate an invoice, to create a recurring invoice you also need to enter in the following:
    • First Due Date
      • The date the first invoice should be charged
    • Billing Frequency
      • How often the Invoice should be sent. Options are:
        • Weekly
        • Every Other Week
        • 2x Monthly
        • Monthly
        • Yearly
        • Custom
  4. Additionally you may enter a Last Due Date. Once the Last Due Date passes the Recurring Invoice will be paused and no future invoices will be scheduled from this recurring invoice. 

Note: You can also create a recurring invoice from any previously generated invoices. Find out more here

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