How to send student invoices by email
Check the amount, recipient and payment instructions, send the invoice PDF and find the result in delivery history.
Send the student an email with the checked invoice PDF and payment instructions. When the school receives the money, record it in Payments, then check the allocation and remaining balance.
Before your first send
Check three things:
- Permission to send emails. The company must have passed its review, and your role must allow invoice sending. If the button is unavailable, ask the school owner to check your access.
- Payment instructions and due date. In Company settings → General info, fill in Payment details and set the Invoice due date. If a separate payment-details profile is assigned to the student, its instructions take precedence over the company defaults.
- Email text. In Company settings → Email templates, open Student invoice. Check that it includes
{amountDue},{currency},{dueDate}and{paymentDetails}. These placeholders use the invoice being sent; the PDF is attached automatically.
See the email-template guide for the message settings and the payment-details guide for choosing payment instructions.
1. Open the invoice and check the amount
Open Finance → Invoices, select the student and month, then open the invoice. You can also open it from the Invoices tab in the student’s profile.
The example uses Noah Brown’s October invoice. The previous debt is 163.80 EUR. Charges shows 680 EUR before discounts; the 144.50 EUR discount leaves 535.50 EUR in final charges. Received payments are 0 EUR. The amount due is 163.80 + 680 − 144.50 − 0 = 699.30 EUR. If you use the final charges of 535.50 EUR, do not subtract the discount again.
If an amount needs explaining, check the lesson lines, discounts and recorded payments before sending the invoice.
2. Check the email address and PDF
In Document controls, click Open student profile and check the student’s email address. The invoice is sent to that address. The portal login address and the contact address for invoice emails can differ, so check the field in the student’s profile.
Return to the invoice and click Download PDF. Open the file and check the student, month, amount due, due date and payment instructions. If a payment-details profile is assigned, the PDF should contain that profile’s instructions.
The next PDF page contains the payment instructions:
If the instructions are missing, fill them in in Company settings or the assigned profile. Download a fresh PDF and check it again: an already downloaded file does not update itself.
3. Click “Send invoice”
Click Send invoice in the open invoice. The application creates the email using the saved template and attaches the PDF. Wait for the notification showing the recipient’s address.
On a phone, Download PDF and Send invoice are above the calculation:
One click is enough. Check the delivery history before sending again: another click sends another email.
4. Check delivery history
After a successful send, Delivery status changes to Sent. Delivery history shows the recipient, time and result of each attempt. On a computer, this block is to the right of the calculation.
On a phone, delivery history is below the calculation:
Sent means that the email was successfully handed to the mail service. It does not confirm that the recipient read it or paid the invoice. If sending fails, check the error and the student’s address, resolve the cause and send again.
5. What the student receives
The email contains the saved message text and the PDF attachment. The amount in this email belongs to the same October invoice for Noah: 699.30 EUR.
The message should explain the period, how much to pay, the due date and the payment instructions. If the instructions appear in the PDF but not in the email, check that the template includes {paymentDetails}.
If the invoice changes after sending
The sent email and its attachment do not change. The calculation in the application can change after attendance corrections, discounts or a received payment. Check the updated calculation and PDF first; send the invoice again if the student needs the new version.
Frequently asked questions
Why is sending unavailable?
Check your permission to send invoices and the company’s email access. If the company has not passed its review, prepare the invoice and contact the school owner.
Why has the email not arrived?
Start with Delivery history: check the address and the result of the latest attempt. If it was sent successfully, ask the recipient to check their spam folder. Successful sending does not guarantee delivery to the inbox.
Related guides
Related resources
How payment details profiles work
Learn how Intelligence Cloud uses payment details profiles so different students can receive different payment instructions in invoice emails and PDFs.
How to configure company settings
Set the school name, country, currency, time zone, date format, invoice due dates, and payment instructions before daily work begins.
How to configure school email templates
Step-by-step instructions for customizing student invoice emails, teacher payout calculations, student portal invitations, and staff access invitations in Intelligence Cloud.
How to Use Your Student Portal
Step-by-step instructions for signing in and reviewing lessons, attendance, invoices made available by the school, recorded payments, groups, discounts and profile details.