Review fee structures and term billing
Prepare a fee version, review billing exceptions and issue only an authorised run.
Checked on 29 October 2026
Overview
Fee drafts, published versions, billing previews and issued invoices are separate stages. Use the approved school fee policy and the version applicable to the selected period.
Get to know the screen
Practice example: all names, records and amounts are fictional. Options vary with your school’s curriculum, currency and access.
Phone example
Interface labels are shown in English. Follow the translated steps below to find each control. Follow the sequence, review the recorded information and choose the next step.
Who can use this feature
Use your own authorised school account. Live Finance requires the School Finance module and a finance officer, administrator, owner, co-owner, director or head-teacher role. Publishing fees and deciding money adjustments require an owner, co-owner or director; a person cannot approve their own adjustment request.
Before you start
Check the school, live or sample mode, currency and reporting period. Have approved source records ready and confirm who may save, approve or send this record. School subscription invoices belong to the separate Administration guide.
Complete the linked school-fee setup guide: live finance, checked families, currency, payment instructions and setup sign-off. Have approval for publication and billing.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Fee title, year, items and amounts | Required in this form | A fee draft needs a title up to 160 characters, a year from 2000 to 2200 and at least one named item. Supply at least one positive amount; check terms 1–3, day/boarding profile, optional and annual flags. | The enabled live school-finance module and approved fee records. |
| Year, term and published fee version | Required in this form | Billing requires year 2000–2200, term 1–3 and an applicable published fee version. Confirm setup sign-off and preview exceptions before invoice generation. | Approved fee items, published version and selected year/term. |
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Families and open invoice lines | Saved family accounts, academic membership and issued invoices. | Complete the academic import and family assignment; select the family before reviewing allocation. | Check school, family status, filters and live mode. A family without open invoices may leave a payment unallocated. |
| Published fee versions | Approved fee structures and their effective year/term. | Review and publish the applicable version before billing preview. | Check effective period and published status; do not create a duplicate only to populate the selector. |
Desktop walkthrough
Check the workspace and choose the required options.
Screen walkthrough · 0:45Download GIF ↓- Open Fee structures or the School fees setup path. Start a draft or review an existing version before creating another.
- Check title, year, named items and positive amounts; review grade bands, term applicability and optional/annual flags. Save the draft for review.
- Use the offered review/publication control with an authorised owner, co-owner or director. Published fee versions become available to billing.
- Open Billing, select year, term and the applicable published version, then Preview billing run. Review learners, families, exceptions and already-billed records.
- Correct blockers and preview again when setup changes. Review the explicit Generate confirmation before authorised issuance, then check the run and sample invoices. Review scheduled billing separately before enabling automation.
Mobile walkthrough
Check the workspace and choose the required options.
Screen walkthrough · 0:45Download GIF ↓On a phone, open Finance and swipe the section tabs to find the named feature. Work through one panel at a time; scroll wide records or use landscape. Close the keyboard to reach the final controls.
Make prerequisite selections before later fields. Check the selected family and period again after changing filters. Use a larger screen for fee matrices and bulk billing; the written steps remain available.
Wait for confirmation, reopen the saved record and compare it with the source. If a request may have succeeded, inspect the receipt, run or history before retrying.
Save and verify
Issued invoices match the reviewed version, families and period. A clean preview is a checking step; it does not itself issue invoices.
Troubleshooting
The preview is blocked or a family is already billed
Read the exception code and the linked family/version record. Check existing issued invoices before repeating a run; resolve the specific setup problem rather than duplicating a version or account.
A record or choice is missing
Check live mode, school, permissions, year and filters. Complete the earlier family, fee-version or setup task first. An empty sample view or a loading error is not proof that a live record does not exist.
The action did not complete
Read the validation or access message. Check the saved state and any partial completion before retrying. Keep source references and ask the authorised finance lead to resolve a locked record or approval restriction.
