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School-level feature — managed within your school portal at yourschool.deandesk.com.
Use invoicing for charges that fall outside a recurring product plan — registration fees, supply costs, late fees, or any custom amount. You can invoice one student or dozens at once with the same line items, and DeanDesk automatically applies any scholarship or financial aid discounts on the student’s profile. Open Finance → Invoicing in the admin sidebar.

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Create invoices

1

Select recipients

Use the student search dropdown to find and select the students who should receive the invoice. You can select multiple students — each one receives their own individual invoice with the same line items.
2

Add line items

Click Add Line Item for each charge. Each line item has:
  • Item Name — a description of the charge (e.g., “Registration Fee”, “Course Materials”)
  • Price — the amount in dollars (e.g., 75.00)
Add as many line items as needed. The total is calculated automatically.
3

Apply credits with negative amounts

To issue a credit or refund, add a line item with a negative amount (e.g., -50.00 for a $50 credit). This reduces the invoice total.
Negative line items are useful for adjustments like partial refunds, billing corrections, or merit-based credits. The student sees the credit as a line item on their invoice.
4

Review and send

Review the line items and total, then click Create Invoices. DeanDesk creates one invoice per selected student and sends each an email notification.

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Automatic discounts

When creating invoices, DeanDesk automatically applies any scholarship discount and financial aid discount set on the student’s profile. Each student’s invoice reflects their individual discount rate, so you don’t need to calculate discounted amounts manually. For example, if a student has a 50% scholarship discount and you invoice them for 200,theirinvoicetotalisautomaticallyreducedto200, their invoice total is automatically reduced to 100.
Scholarship and financial aid discounts are set on individual student profiles under User Management. The invoice creation screen does not show the discount — it is applied automatically when the invoice is saved.

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What happens when an invoice is sent

When you create invoices:
  1. Invoice created — one invoice is saved per recipient with a unique batch ID linking them together
  2. Email sent — each student receives an email notification with a link to view and pay the invoice
  3. Balance updated — the invoice amount appears as an outstanding balance on the student’s Billing History page
Students can view their invoices and pay their outstanding balance directly from their Billing History page. The invoice total is included in their account balance calculation.

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Invoice statuses

StatusMeaning
OpenInvoice has been sent and is awaiting payment
PaidInvoice has been paid
UncollectibleInvoice has been marked as unable to collect
VoidInvoice has been cancelled

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Viewing invoices

Students see their invoices on their Billing History page, which shows:
  • Each invoice with its line items and amounts
  • The creation date
  • The total amount
  • Their overall account balance (total owed minus total paid)
Admins can view any student’s invoices by navigating to the student’s profile and clicking the Billing tab.

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Best practices

  • Use descriptive line item names. Students should be able to understand what each charge is for without contacting your office.
  • Batch related charges into one invoice. If a student owes a registration fee and materials fee, include both as line items on a single invoice rather than sending two separate invoices.
  • Issue credits as negative line items rather than deleting invoices. This creates a clear audit trail.
  • Check student discount profiles first. If a student has scholarship or financial aid discounts, those are applied automatically — you do not need to manually reduce the amounts.