Creating, collecting, and organizing invoices can take up a considerable amount of time. MySchoolBucks has a number of different features to help you speed up and streamline the invoicing process.
Take a look at five features you can use today to help you save time:
Sending out communications to remind parents when fees are due is a cumbersome, but important, part of the invoicing process. This feature allows the user to select a group of invoices, customize a message, and send it adhoc to the recipients of the invoices selected. This way, you can quickly get your message across to the right group of people without having to reach out to them individually via email or phone.
These customizable email reminders contain a text box where you can include important information. If you have a generic invoice that doesn’t require additional information, you can simply uncheck the text box, and the reminder will be sent as is. The reminder will include the custom message, a list of what is owed, and a pay button allowing the parent to connect to MySchoolBucks to pay the outstanding invoice easily.
This feature is currently in Beta, but if you’re interested in trying it out click this link to join our Beta and get early access. You can also reach out to your account manager to get that set up for your district.
Mass edit invoices
Another helpful time-saving feature is the ability to mass edit invoices, allowing you to edit multiple invoices simultaneously. For example, you could adjust due dates, partial payment options, and more on multiple invoices all at once instead of going into each individually.
For this feature, go to the admin tools sidebar, choose Invoices, and click the Invoices sub-option. From there, adjust your filters, such as start and end dates, invoice status, and even student groups. Then, select all the invoices you want to edit, go to the “actions” button, and select “edit” from the drop-down.
Create Student Groups for Invoicing
Creating student groups is a useful feature within MySchoolBucks that can help simplify the invoicing process. Instead of assigning each student the appropriate fee, you can select an entire student group to invoice. For example, you can use this when charging a class for a specific fee, like a textbook, or you may find it helpful for a sports team that has to charge its athletes for team gear. Once this group is established and has been charged a fee, the system will know to send automatic invoice reminders and past-due notices.
There are several ways to add students to a group such as manually adding students, adding students from CSV file, or you can even add students upon purchase of a product from the online store. To get step by step instructions for how to create a student group visit this knowledge article.
Creating templates for later use
Within MySchoolBucks, templates are essentially a copy of an invoice that can be reused for future invoicing, and it's a super quick and easy way to speed up the invoicing process. Creating an invoice is similar to creating an invoice without selecting the recipient list. To create a template you simply give your template a name, set the invoice and due date information, then add fees and select create. For more details on how to use invoice templates, check out this knowledge article.
Connect with your SIS
Fully automate the invoicing process with Smart Invoicing by connecting with your Student Information System. By integrating with your student data, MySchoolBucks can communicate in real-time with your district system to sync over valuable information like grade, class, and more. This connection makes it easier to assign fees to students or groups of students and quickly generate invoices for parents. Instead of manually adding students to groups and assigning fees one-by-one, the system can help do it for you. Checkout our list of integration partners to learn how to get started with connecting to your SIS.
Ready to use these features or get started with invoicing all together? Contact your account manager for assistance!