Creating an Invoice
You can create an invoice for any enrolled student at any time from the Billing section of your dashboard.Open the Billing Dashboard
Navigate to Billing in the left-hand sidebar, then click Invoices. You will see a list of all existing invoices. Click the + New Invoice button in the top-right corner to begin.
Select the Student
Use the search field to find the student this invoice is for. You can search by the child’s name or by classroom. Once you select a student, their enrolled class and parent contact details will populate automatically.
Add Line Items
Click + Add Item to add each charge. For every line item, enter:
- Description — e.g., Monthly Tuition – July 2025, Art Class Fee, Field Trip to Museum
- Quantity — typically
1for flat fees - Unit Price — the amount in IDR
Set the Due Date
Choose a due date from the date picker. Fleedu will use this date to schedule automatic payment reminders and to flag the invoice as Overdue if it remains unpaid after this date.
Sending the Invoice to Parents
Once your invoice is saved, you can deliver it to the parent immediately. On the invoice detail page, click Send Invoice. Fleedu will dispatch the invoice through both the Fleedu parent app (as a push notification and in-app message) and to the parent’s registered email address. The invoice will appear in the parent’s Billing tab with the full itemized breakdown and the payment instructions.Automatic Payment Reminders
Fleedu takes the follow-up work off your plate by sending parents automated reminders based on the invoice due date:- 3 days before the due date — a friendly heads-up reminder
- On the due date — a payment due notification
- 3 days after the due date — an overdue notice if the invoice is still unpaid
Reminder schedules apply to all invoices by default. You can adjust the reminder timing globally under Settings → Billing → Reminder Schedule, but you cannot disable reminders on a per-invoice basis.
Tracking Invoice Status
Every invoice in Fleedu carries one of three statuses, visible from the invoice list and the student’s billing history:| Status | Meaning |
|---|---|
| Pending | The invoice has been sent and is awaiting payment before the due date. |
| Paid | Payment has been received and confirmed, either automatically or manually. |
| Overdue | The due date has passed without a confirmed payment. |
How Parents Pay
Parents pay their invoices via Virtual Account (VA) bank transfer. When a parent opens an invoice in the Fleedu app, they see a unique Virtual Account number assigned to your school. The parent transfers the exact invoice amount to that VA number through any Indonesian bank’s mobile banking, internet banking, or ATM. Fleedu verifies the transfer in real time and marks the invoice as Paid automatically — no manual reconciliation required. Funds are settled directly into your school’s registered payment gateway account, typically within one business day depending on your payment gateway provider’s settlement schedule.Each Virtual Account number is unique to an individual invoice. This means Fleedu can match incoming transfers precisely to the correct invoice, eliminating mis-allocation errors even when multiple invoices are outstanding at the same time.
Manually Marking an Invoice as Paid
If a parent pays in cash at the front desk or makes a direct bank transfer outside the Virtual Account system, Fleedu will not detect the payment automatically. In these cases, an authorized staff member can mark the invoice as paid manually.Open the Invoice
From Billing → Invoices, locate the invoice and click on it to open the detail view.
Click Mark as Paid
Click the Mark as Paid button in the top-right corner of the invoice detail page.
Enter Payment Details
A confirmation dialog will appear. Select the payment method (Cash or Manual Transfer), enter the date payment was received, and add an optional note (e.g., Received by Ibu Sari, front desk, 10 July 2025).