Invoices, payments & expenses

0:00 In this video, we'll invoice a student, record a payment, explore AI insights, and record an expense. 0:06 To bill a student, click Invoice next to their name. The Generate Invoice page opens. 0:13 First, confirm the academic year and term the invoice is for. 0:17 The issue date defaults to today, and the due date is set a month ahead. 0:21 Under Fee Template, you can pick a template, or leave it blank to match one automatically by class and level. 0:29 For the starting status, choose Draft to review the invoice first, or Issued if it's ready for payment. 0:36 Once the invoice is created, you can send it to parents on WhatsApp. Click Generate Invoice. 0:42 The invoice is generated, showing the student's details, the tuition fee item, and the balance due. 0:49 Scroll down to find the parent invoice link, and a Send via WhatsApp button for each contact. 0:56 Clicking it opens WhatsApp with the invoice message already written, including a link parents can use to pay online. 1:04 Just open the app or WhatsApp Web, and send it to the parent. 1:17 Back on the invoice, the Actions panel lets you view the student, edit the invoice, or issue a credit note. 1:25 From the student's profile, quick actions let you generate invoices, record payments, and view statements. Click Record Payment. 1:33 Choose the currency being paid, such as US dollars, ZiG, or rand. Then enter the amount, here thirty dollars. 1:43 Select the payment method, such as cash, bank transfer, or mobile money, and confirm the payment date. 1:50 Tick the invoice this payment is for. Then click Record Payment and Issue Receipt. 1:55 The payment is recorded, a receipt is generated, and an email goes to the parent. 2:01 Click View Receipt to see the printable payment receipt, ready to hand to the parent. 2:19 Now let's check the invoice. From the Finance menu, open All Invoices. 2:27 The invoice is now marked Partially Paid. Open it to see the details. 2:32 The summary shows thirty dollars paid, and a balance of thirty dollars still due. 2:45 Every invoice is also posted to the ledger automatically, so your accounts stay up to date. 2:55 Next, from the More menu, open AI Finance. 2:59 The AI Finance Dashboard gives you an instant analysis of your school's collections, with expected collections, risk scores, and payment probability. 3:10 AI Insights goes deeper, with a payment risk analysis and a forecast of what you're likely to collect over the next thirty days. 3:23 With more students on record, the dashboard shows how risk is spread across your school, and your payment trend over six months. 3:30 The High-Risk Students page lists students who need attention, with their outstanding balance, payment probability, and a recommended action. 3:41 Finally, let's record an expense. From the More menu, open All Expenses. 3:47 Here you can track every school expense. Click Record Expense. 3:52 Choose a category, in this case ICT Equipment, then enter the amount. 4:10 Add the vendor, and describe the expense. Here, a desktop computer for reception. 4:38 Select how it was paid, and enter a payment reference. 4:59 If the supplier isn't saved yet, click Add a Supplier. 5:06 Enter the supplier's name, contact person, phone, and email. You can also record their ZIMRA details and tax clearance date. Then click Save. 5:19 Back on the expense form, select the new supplier. 5:34 Choose the account it was paid from. You can also upload a receipt as proof. 5:57 When everything's in place, click Record Expense. 6:00 The expense is recorded and posted to the ledger, and your total expenses update straight away. 6:06 Open it to see the full record, including who recorded and approved it, and the matching ledger entries. 6:17 That's invoicing, payments, AI insights, and expenses, all in ZivoFees.