Creating Invoice for University

Learn how to create and manage different types of university-related invoices in EduCtrl CRM, including Enrolled Student Invoices, Ad-hoc Invoices, and UniApply Agent Invoices.

Prerequisites

• Admin access required

• A Business must be created under Settings > Business Config

• Tax configuration may be required under Settings > Tax

• For agent invoices, the agent must be added under Settings > UniAgent Applications

• Relevant university and application data should exist

Step-by-Step Instructions

1. Go to General > Invoices > University Invoices
   Navigate to the General tab, select Invoices, then click University Invoices.

2. Click Create
   Click the Create button to view invoice options:

   

   • Enrolled Students Invoices

   • Ad-hoc Invoice

   • UniApply Agent Invoices

1. Enrolled Students Invoices

1. Select Enrolled Students Invoices

2. Choose the University, Intake, and Application Status

3. Click Submit to load applications

4. Use the checkboxes to select individual applications or click Select All at the top

   

5. Click Generate Invoices for Selected Applications

6. Ensure the Tuition Fees field is filled for each application

7. Click Create to generate the invoices

   

2. Ad-hoc Invoice

1. Click Ad-hoc Invoice

2. Fill out the form:

   

   • Invoice From: Select a Business
     (If none exists, go to Settings > Business Config to create one)

   • University: Select a university

     • If tax is not configured, a message will appear:
       "Tax is not configured for the selected university!"
       Click Configure to go directly to University details  page

   • Due Date

   • Item & Description

   • Amount

   • Terms & Conditions (optional)

3. Click Create to finalize the Ad-hoc Invoice

3. UniApply Agent Invoices

1. Click UniApply Agent Invoices

2. Select the Intake Year, Application Status, and University

3. Click Submit to fetch matching applications

   

4. Use checkboxes to select records or click Select All

5. Click Generate Invoices for Selected Applications

6. On the next page, fill in:

   • Invoice From: Select a Business

   • Bill To: Choose a UniApply Agent

   • Commission: Enter the applicable commission amount

7. Click Create to generate the invoice

   

Adding a UniApply Agent

To use UniApply Agent Invoices, you must add the agent first.

1. Go to Settings > UniAgent Applications

2. Fill in the agent details:

   • Name

   • Email

   • Phone Number

   • Address

   • GSTN

   • Tax Type

   • Tax Percentage

   • Commission count

   • Commission Details (if applicable)

3. Click Save

The agent will now appear in the Bill To dropdown while creating UniApply Agent Invoices.

Invoice Features

All created invoices will appear in the University Invoices list with the following:

• Invoice Date

• ID

• University/UniApply Agent

• Amount

• Status

Available actions:

1. View, Download, or Delete

2. Email Invoice

3. Filter by status and By Searching like university ,Invoice Number etc

Tips & Best Practices

• Always make sure Tuition Fees or Commission fields are not empty

• Configure Business and Tax settings before creating invoices

• Use Ad-hoc Invoices for one-off or custom charges

• Apply filters to quickly find unpaid or overdue invoices

• Use Automation to send payment reminders

Troubleshooting or FAQs

Q: I can't create an invoice. What should I check?
A: Ensure all required fields are filled and a business is selected. For agent invoices, make sure the agent is added first.

Q: I see a tax warning for Ad-hoc invoices.
A: Go to Settings > Tax and set up tax types and rules for the university.

Q: How do I email an invoice to a student or agent?
A: Open the invoice and use the Email Invoice option.