Every fee invoiced, every payment reconciled,
without the month-end spreadsheet.
School Invoicing turns each family's fee agreement into numbered invoices, emails them with your bank details, records the transfers against them, and reminds families when a payment is late.
School fees still run on a spreadsheet.
- Today · 01
Fees only the bursar can read
Each family's fee, sibling discount and instalment plan lives in a spreadsheet, and every month's invoices are typed out again one by one.
- Today · 02
Transfers placed by eye
The bank statement is checked line by line against a list of who owes what. A single transfer for two children can take half an afternoon.
- Today · 03
Late payments found late
Nobody sees that a family is two months behind until someone builds the debtors list, and reminders go out when someone remembers.
One receivables workspace the bursar can trust.
Agreements that produce the invoices
Fees, discounts and instalments live in each family's fee agreement. A daily batch drafts what falls due; you approve and issue, or let invoices go out on a set day each month.
Every transfer against an invoice
Import the bank's CSV statement and allocate each payment. One transfer can pay several invoices, and anything paid over stays as credit for that family.
Reminders on your schedule
Overdue invoices are flagged on the billing table, and reminder emails go out a set number of days after the due date, in Polish or English.
From fee agreement to a settled account.
- 01
Set up your invoicing details once
Seller name and NIP, bank account, payment terms, invoice number format, footer, logo and document language. Each issued invoice keeps a snapshot, so later changes never rewrite it.
- 02
Agree the fees with each family
Create a payer, link the children and add the charges, discounts and instalments. Preview every invoice the agreement will produce before you activate it. A contract signed in admissions opens the payer and a draft agreement for you.
- 03
Approve, issue and send
The daily batch drafts the invoices due and flags problems such as an enrolled pupil with no agreement. Approve and issue, and each family is emailed a PDF with your bank details.
- 04
Record payments and follow up
Import the bank statement, allocate each transfer to the invoices it pays, and let the reminder schedule chase anything still open.
Each transfer from the statement, allocated to the invoice it pays.
Who uses School Invoicing
Bursar / Finance office
Agreements, batches, invoices and bank statements in one workspace, and a finance-health tile on the dashboard.
Head / Director
Overdue invoices at a glance, and a separately approved correction behind every change to an issued invoice.
Admissions
A signed contract opens the family's payer and a draft fee agreement, so nobody types the fees in twice.
Accountant
Issued invoices that never change, an FA(3) XML export for KSeF, and finance changes in the audit log.
Everything in School Invoicing
- Payers, linked children and a fee agreement per family
- Charges, discounts and scholarships: monthly, termly, annual or one-off
- Instalments, daily proration and notice periods per agreement
- Siblings with one payer grouped on one invoice, if you choose
- Invoice preview before an agreement is activated
- Daily billing batch with exceptions, approval and issue, or monthly auto-issue
- PDF invoices in Polish or English with your numbering, bank details and logo
- Correction invoices; an issued invoice is never edited
- Bank CSV import with saved mappings; split payments and payer credit
- Reminder emails by days overdue, plus a REST API and webhooks
€150 per school per month, whatever your headcount.599 zł per school per month, whatever your headcount.
Added to any FirstDay plan and billed alongside it. Switch it off at any time from Settings → Modules.
Get startedQuestions about
School Invoicing.
How is it priced?
One flat price per school: 599 zł (€150) a month, whatever the number of families, pupils or invoices. It is not charged per member of staff.
Do we need other modules?
No. School Invoicing runs on its own alongside your FirstDay student records. If your admissions team also works in FirstDay, a signed contract opens the family's payer and a draft fee agreement automatically.
Does it send invoices to KSeF?
Not directly. FirstDay produces an FA(3) XML export of each issued invoice for you to submit through your KSeF tool. Staff then record the KSeF reference, or the rejection, against the invoice. Until they do, it is not marked as accepted.
Can families pay by card?
Not with School Invoicing alone. Invoices carry your bank details and families pay by transfer. Card payments through your own Stripe account come with Tuition Payments, which builds on this module.
Who can see the finance data?
Only staff you give finance permissions to. Payers, fee agreements, invoices, payments and settings each have their own, and approving, issuing, sending, exporting and reconciling invoices are separate rights. Changes are recorded in the audit log.
What happens when a pupil leaves?
When you approve the resignation, FirstDay shows the notice period, the last billed date and the instalments that will stop, before you confirm. Invoices already issued are never changed; correct them separately if needed.
Every fee invoiced, every payment reconciled, without the month-end spreadsheet.
Start with FirstDay, switch on School Invoicing, and have it running this week.