Invoicing — Create Recurring Invoice
Learn how to create a recurring invoice in WhitePenguin that automatically repeats on a set billing schedule and sends it to a parent for viewing and payment. Note: An invoice can be converted to a recurring invoice whether it has been sent or not. However, when converting, no details can be edited.
Overview
A recurring invoice is an invoice that is automatically generated and sent to a parent on a repeating billing schedule — daily, weekly, monthly, termly, or yearly. It is ideal for regular, predictable fees such as tuition, admission, or any fixed charges that repeat over time.
Once created, a recurring invoice can be:
- Previewed before saving to check for errors
- Saved as a draft without notifying the parent
- Saved and sent to the parent immediately via the portal
Admin only. Only users with Admin access can create invoices. Teachers and Staff do not have access to the Invoicing section.
How to Navigate to Create a Recurring Invoice
- Log in to the WhitePenguin admin portal.
- In the left sidebar, click Invoicing.
- The Invoicing page will open, showing a list of existing invoices.
- Click the “˅ Create New” button (top-right area of the page).
- A dropdown will appear with two options — select Create Recurring Invoice.
- The Create Recurring Invoice form will open.
The Create New dropdown has two options: Create Invoice (one-time) and Create Recurring Invoice (repeating schedule). Make sure to select the correct one.
Filling in the Recurring Invoice Form
The Create Recurring Invoice form is split into two panels: the main form on the left and the Invoice Summary panel on the right. Complete all fields carefully before saving.
The Invoice Number (e.g., INV-000955) is auto-generated by WhitePenguin at the top of the form. It cannot be edited or changed.
1️⃣ Student Details
Select the student this invoice is for. The two fields work in sequence — you must select a classroom first before the student list becomes available.
| Field | Description | Required |
|---|---|---|
| Classroom | Select the classroom the student belongs to from the dropdown | Yes |
| Student | Select the student — only becomes available after selecting a classroom | Yes |
2️⃣ Invoice
This section is unique to recurring invoices. It defines the type of invoice and how often it repeats.
| Field | Description | Required |
|---|---|---|
| Invoice Type | Select the category of the recurring charge. Options: Tuition fee, Admission fee, Custom invoice | Yes |
| Billing Period | Select how often the invoice repeats. Options: Daily, Weekly, Monthly, Termly, Yearly | Yes |
Choose the Billing Period carefully — it determines how frequently the invoice will be regenerated and sent to the parent. For example, selecting Monthly will send a new invoice every month automatically.
3️⃣ Items
Add the individual charges that make up this invoice. Each row is one line item.
| Column | Description |
|---|---|
| Description | The name or description of the charge (e.g., "Monthly Tuition Fee", "Term 1 Admission") |
| Quantity | Number of units (default is 0) |
| Rate | Price per unit |
| VAT (%) | VAT percentage to apply to this line item (default is 0%) |
| Amount | Auto-calculated: Quantity × Rate + VAT |
- Click + Add New Row to add another line item.
- Click the 🗑️ icon on any row to remove it.
4️⃣ Notes (Optional)
Use the Notes field at the bottom of the left panel to add any additional information visible to the parent on the invoice, such as:
- Payment instructions
- Reference numbers
- A thank you message
Notes appear on every generated invoice when the parent views it on their portal. Keep them professional and clear.
5️⃣ Invoice Summary (Right Panel)
The right panel shows the invoice configuration and a live running total that updates automatically as you fill in the form.
| Field | Description | Required |
|---|---|---|
| Issue Date | The date the first invoice is issued. Defaults to today's date. | Yes |
| Due Date | The date by which the parent must complete the first payment. | Yes |
| Payment Method | Select the payment method the parent will use (Cash, Online Payment, Transfer, Cheque, or Other). | Yes |
| Account Number | Appears only when Transfer is selected. Choose the school bank account to receive the transfer. Defaults to the school’s default account (e.g., First Bank of Nigeria — 3030069801). | Conditional |
The summary below these fields shows a live breakdown:
| Field | Description |
|---|---|
| Subtotal | Total of all line items before discount and VAT |
| Discount | Enter a discount amount to deduct from the subtotal |
| Tax/VAT | Total VAT calculated from all line items |
| Amount Paid | Any amount already paid against this invoice |
| Balance | Remaining amount due (Total minus Amount Paid) |
| Total | Final invoice total (Subtotal − Discount + Tax/VAT) |
Payment Methods Available
When creating a recurring invoice, select the payment method the parent will use to pay each cycle. These are configured in Settings → Payment Methods.
| Payment Method | Description | How Parent Pays |
|---|---|---|
| 💵 Cash | Parent pays in person at the school office | Admin manually records payment after receiving cash each cycle |
| 💳 Online Payment | Parent pays via debit/credit card or online gateway integrated with WhitePenguin | Parent clicks Pay Now on their invoice page and completes payment online |
| 🏦 Transfer | Parent pays via a direct bank transfer to the school’s account | Parent receives bank account details and transfers the amount each cycle |
| 📝 Cheque | Parent pays by writing a cheque made out to the school | Parent delivers a cheque each cycle; admin records payment once cleared |
| 🔖 Other | Any other payment arrangement agreed between the school and the parent | Admin manually records and marks the invoice as paid based on the agreed method |
Only payment methods that have been set up and enabled in Settings → Payment Methods will appear as options. If a method is missing, ask your school owner or admin to configure it first.
Actions: Preview & Save
After filling in the form, two action buttons are available:
Preview
- Click Preview (top-right) to see exactly how the invoice will look to the parent before saving.
- The preview shows: school name and logo, invoice number, student details, line items, subtotal, discount, total, due date, payment method, and notes.
- Use Preview to catch errors before the invoice is saved or sent.
- Click Back or Edit from the preview to return to the form and make corrections.
Save
-
Click the ˅ Save button (bottom-right) to save the invoice.
-
The dropdown arrow next to Save may offer:
- Save — saves as a draft without notifying the parent
- Save & Send — saves and immediately sends the invoice to the parent
Once sent, the invoice cannot be unsent. Double-check all amounts, billing period, student details, and due dates before clicking Save & Send. Use Preview first to avoid mistakes.
Invoicing Main Page & Invoice Actions
When you navigate to Invoicing in the sidebar, you land on the main Invoicing page with a full overview of all invoices.
Overview Cards
| Card | Description |
|---|---|
| Total Invoices | The total number of invoices created in the system |
| Paid Invoices | Invoices that have been fully paid |
| Pending Invoices | Invoices that have been sent but not yet paid |
| Overdue Invoices | Invoices that have passed their due date without payment |
Invoice List
Recurring invoices appear in the list with Invoice Type: Recurring and a 🔄 icon next to the due date. The columns are:
| Column | Description |
|---|---|
| Invoice Number | Auto-generated unique invoice ID (e.g., INV-000955) |
| Child Name | The name of the student the invoice was created for |
| Invoice Type | Shows Recurring for recurring invoices |
| Due Date | The date by which payment must be made for the current cycle |
| Balance | Remaining amount still owed for the current cycle |
| Total Amount | The full invoice amount for the current cycle |
| Status | Current invoice status: Draft, Pending, Partially Paid, Paid, or Overdue |
| Action | Menu to perform actions on the invoice |
Per-Invoice Actions
Click the ⋯ (three-dot) icon on any invoice row to open the action menu. The actions shown depend on the invoice status:
Draft, Overdue & Partially Paid Invoices
| Action | Description |
|---|---|
| 👁 View | Open and view the full invoice details in read-only mode |
| ✏️ Edit | Edit the invoice details (e.g., items, due date, payment method) |
| 💰 Record Payment | Manually record a payment received for this invoice (Cash, Transfer, Cheque, or Other) |
| ⬇️ Download | Download the invoice as a PDF file |
| 🗑️ Delete | Permanently delete the invoice — this cannot be undone |
Paid Invoices
| Action | Description |
|---|---|
| 👁 View | Open and view the full invoice details in read-only mode |
| ⬇️ Download | Download the invoice as a PDF file |
Tips
- Choose the right billing period. Match the billing period to how often the fee is actually charged — monthly for tuition, termly for term fees, yearly for annual registration.
- Always use Preview before saving. It takes only a second and prevents sending incorrect invoices to parents.
- Set a realistic due date. Give parents enough notice — typically 7–14 days from the issue date.
- Use clear line item descriptions. Write descriptions parents will immediately recognise (e.g., "Monthly Tuition — September 2026" instead of just "Fee").
- Add notes for Transfer invoices. Include your school’s bank details and reference number in the Notes field.
- Select the correct Invoice Type. Choose Tuition fee, Admission fee, or Custom invoice to keep your financial records well-organised.
- Check the student name carefully. Sending a recurring invoice to the wrong student means repeated incorrect charges every cycle.
- Use Record Payment to manually mark Cash, Transfer, Cheque, or Other invoices as paid after receiving each cycle’s payment.
FAQs
A Recurring Invoice is an invoice that automatically repeats on a set billing schedule (Daily, Weekly, Monthly, Termly, or Yearly). It is ideal for regular, predictable fees like tuition. A new invoice is generated each cycle and sent to the parent automatically.
Invoice numbers are automatically generated by WhitePenguin in sequential order (e.g., INV-000954, INV-000955). You cannot manually set or change the invoice number.
The available billing periods are: Daily, Weekly, Monthly, Termly, and Yearly. Choose the one that matches how frequently the fee is charged.
The available invoice types are: Tuition fee, Admission fee, and Custom invoice. Select the type that best describes the recurring charge.
You can edit a saved (draft) recurring invoice before it is sent. Once an invoice has been sent, editing capabilities may be limited. To make corrections, contact the parent directly and consider creating a new revised recurring invoice if necessary.
When the invoice is sent, the parent receives a notification on their WhitePenguin parent portal. They can view it under Invoicing in their portal, where they will see the full invoice details, amount due, due date, and payment instructions for each cycle.
Online payments are recorded automatically. For Cash, Transfer, Cheque, or Other payments, record each cycle’s payment manually:
- Go to Invoicing in the admin sidebar.
- Find the invoice in the list.
- Click the ⋯ (three-dot) action menu on that invoice row.
- Select Record Payment.
- Enter the payment details and confirm.
The invoice status will update to Paid and the balance will reflect ₦0.
Go to Invoicing in the admin sidebar. Use the Search by name, class, etc. bar to find the invoice by child name or invoice number. Recurring invoices show Recurring in the Invoice Type column with a 🔄 icon next to the due date. Use the All Invoices dropdown to filter by status.
Yes. Parents can view and download each invoice cycle as a PDF from their WhitePenguin portal. The PDF includes all invoice details — school name, student info, line items, total, due date, and payment instructions.
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