Void invoices, apply discounts, and take control of enrolment dates

This release gives you direct control over two areas that used to need workarounds: invoice corrections and enrolment dates. You can now void a mistaken invoice, discount an outstanding one, set the real start date for any student, and let the system calculate mid-cycle fees for you.

Void and discount invoices on the spot

Sent an invoice to the wrong student? You can now void any pending or overdue invoice from its detail screen. A reason is required, so you always have a clear audit trail, and any outstanding payment links are cancelled automatically. Voided invoices are excluded from your billing totals.

Need to adjust a fee after the invoice has gone out? Apply a fixed-amount discount to any active invoice — pending, partially paid, or overdue. Enter the amount and a reason; the balance updates instantly. If the discount covers the remaining amount, the invoice is marked as paid automatically.

Set the right enrolment date from day one

Previously, every enrolment was stamped with today's date — even if the student had been attending for a fortnight. Now you can pick the exact date a student joined when enrolling them, whether you are creating a new student, adding an existing one, or converting an enquiry. Leave the field blank to default to today; future dates are not allowed.

Already enrolled a student with the wrong date? You can now edit the enrolment date on any currently enrolled student from their enrolment details.

Migrating from another system? The bulk import spreadsheet now supports an "Enrolment Date" column (YYYY-MM-DD format). Each date is validated during upload, with errors flagged per row so you can fix them before confirming.

Automatic catch-up invoicing for mid-cycle enrolments

A new option in your invoicing preferences lets you choose how mid-cycle fees are calculated. Pick pro-rata to charge only for the remaining days in the billing cycle, or full month to charge the full fee regardless of when the student joined.

Once you have chosen your mode, the system handles the rest. When you enrol a student partway through a billing cycle, a catch-up invoice is generated automatically, covering the period from the enrolment date to the end of the cycle. If a conflicting draft invoice already exists, it is replaced. This works across all enrolment paths — adding a student, converting an enquiry, or importing in bulk.