To check the status of an invoice, search for it under the Invoices tab or within the Invoices section of the related Enrollment or Parent. Searching by invoice number ensures you have the correct invoice. If searching by name, verify the invoice by checking the date.
Checking Invoice Status
Once you find the invoice, the first column to look at to find out if it has processed is the Status column. The following statuses are possible:
- Paid - the transaction was recorded as successfully paid
- Pending Payment - unpaid, either because it is not yet due or because it is overdue and remains unprocessed
- Processing: 'Payment in Progress' - a bank account transaction is in progress, and it will be confirmed as Paid once the payment has been recorded
- Refunded - the invoice has been fully refunded
- Partially Refunded - a portion of the invoice amount has been refunded
- Pending Approval - terms of the invoice have changed after the parent had already authorized them for payment, so a new approval has been requested
- Declined - parent has declined the proposed invoice change(s)
- Payment Failed - the transaction failed instantly
- Returned - the bank account payment was unsuccessful in the final stages, necessitating the return of funds from your bank
- Chargedback - the credit card payment has been charged back by the parent. Chargebacks can be reversed through a formal dispute process, so make sure you have the proper documentation handy
In the example provided, the Status column indicates that the invoice is currently undergoing payment via a bank account. Once the payment is finalized, the status will change to 'Paid'. Should the payment not succeed, the status will revert to 'Returned'.
To confirm the payment method used for the invoice or to obtain more detailed information, click on the invoice name to access further details.
This screen confirms that the payment method used is a bank account, and provides the last 4 digits for reference purposes. It also tells you when the payment was initiated - Nov. 4th, in this case.
Finally, the Transactions tab at the top of the screen allows you to review the transaction history for each transaction that was processed for the invoice.