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Invoices in Edurie are created automatically — you do not need to build them from scratch. When an admission application is converted to an active student record, Edurie matches the student to an active fee structure and generates a draft invoice on their behalf. Your finance team’s job is to review those draft invoices, make any necessary adjustments, and finalize them so students can see and pay their charges.

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Invoice statuses

Every invoice moves through a defined lifecycle. Understanding each status helps you know what actions are available at any point.

Draft

Automatically created on enrollment. The invoice is not yet visible to the student and has no document number. Finance staff review and finalize draft invoices.

Open

The invoice has been finalized. It has a document number, is visible to the student, and is ready to receive payment allocations.

Paid

All invoice line items have been fully allocated against recorded payments. No outstanding balance remains.

Void

The invoice has been permanently cancelled. Void invoices cannot be reopened or edited. Use Revise if you need to correct an open invoice.

Revised

The invoice has been superseded by a corrected version. The original is locked and a new draft invoice is created in its place for finalization.

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Document numbering

Before finalizing invoices, configure a document series to control how invoice numbers are formatted and sequenced. A document series defines a prefix pattern — for example, INV-2025- — and an auto-incrementing counter. Create and manage series under Billing → Document Series. Each time you finalize an invoice, Edurie draws the next available number from the assigned series and permanently reserves it — even if the invoice is later voided or spoiled, that number is never reused. You can audit all assigned numbers from the Document Number Usages report.
Set up your document series at the start of each academic year before any invoices are finalized. Changing the series mid-cycle can create gaps in your numbering sequence.
Document numbers are reserved at the moment of finalization, not when the draft is created. Numbers are consumed permanently — a voided or spoiled document number is retired and will not be reassigned to another document.

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Finalizing a draft invoice

Finalizing a draft invoice assigns it a document number, sets its status to open, and makes it accessible to the student.
1

Retrieve draft invoices

Navigate to Billing → Invoices and filter by status draft. Review each invoice’s line items to confirm the amounts, tax, and discounts are correct before proceeding.
2

Adjust if necessary

If any line item is incorrect, update it now — before finalizing. You cannot edit an open invoice’s line items directly; you would need to revise it instead.
3

Finalize the invoice

Open the draft invoice and select Finalize. Choose the document series to use. Edurie assigns the next document number from the series and transitions the invoice to open.
4

Confirm the open invoice

The invoice detail page shows the new status and assigned document number.

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Bulk finalize

When you have a large cohort to process at the start of a term, use the Bulk Finalize action from the Invoices list to finalize multiple draft invoices at once. Select the invoices, choose the document series, and confirm. Edurie processes each invoice in the batch and assigns sequential document numbers. The result returns a summary of successfully finalized invoices and any that were skipped. Address skipped invoices individually before retrying.
Invoices that could not be matched to a fee structure at enrollment time are created as billing-failed placeholders. These placeholder drafts are automatically skipped during bulk finalization and must be resolved — by correcting the student’s fee structure assignment and recalculating — before they can be finalized.

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Recalculating an invoice

If a fee structure component is updated after draft invoices have been generated, open the draft invoice and select Recalculatopen the draft invoice and click Recalculate to pull in the latest amounts. Only draft invoices can be recalculated. Open invoices must be revised if corrections are needed.

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Voiding an invoice

Voiding permanently cancels an invoice. Use this only when an invoice was created in error and should have no financial record. Select Void from the invoice’s action menu.
Voiding is permanent and cannot be undone. A voided invoice is locked and its document number is permanently retired — it will not be reassigned. If you need to correct amounts or details on an open invoice, use Revise instead — this preserves the audit trail and creates a correctable draft.

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Revising an invoice

Revising an open invoice locks the original and creates a new draft invoice in its place. The original is marked Revised for audit purposes, and the new draft goes through the normal finalization flow. Use the Revise action from the invoice’s action menu. After revision, the new draft invoice will have the original’s line items pre-populated. Update the relevant items and finalize the revised invoice to complete the correction.

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Viewing all invoices

Only draft invoices can be recalculated. Open invoices must be revised if corrections are needed.

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Voiding an invoice

Voiding permanently cancels an invoice. Use this only when an invoice was created in error and should have no financial record. Open the invoice and click Void to cancel it. Open Billing → Invoices to browse all invoices for your institution. Filter by student, status, academic year, or date range. Each invoice shows the student, document number (if finalized), status, line items, applied discounts, tax totals, and outstanding balance.