Knowledge Base

When To Use Each Workflow

The most important rule is that the starting point depends on whether lessons are also being billed.

This order matters because lesson-based invoices are created through the normal invoice generation flow. Custom line items are then added to the resulting draft invoices before you send them.

Use Case 1: Add Custom Items To Lesson Invoices

Use this workflow when the invoice should include the student's normal lesson charges and also one or more extra charges.

Common examples:

• an exam fee on the same invoice as regular lessons
• a music book added to this month's lesson invoice
• a concert fee added to already-generated draft invoices

Step 1: Generate The Lesson Invoices First

Go to the Billing area and run Generate Invoices for the relevant billing type as usual.

This creates the draft invoices for lesson charges first. After that, open those draft invoices in review mode or from the invoice list.

Step 2: Add The Custom Line Items

Once the invoices exist as drafts, you can add the extra charges in either of these ways.

Option A: Add A Custom Line Item To One Invoice

Open a draft invoice and use the line items section to add a manual item.

For each custom line item, enter:

• a description
• an amount

The new line appears on that invoice immediately, and the total updates before you send it.

Option B: Bulk Add The Same Custom Line Item To Multiple Draft Invoices

If the same extra charge should appear on several draft invoices:

1. Select the invoices in the invoice list.
2. Choose Add custom line item.
3. Enter the shared description and amount.
4. Apply it to the selected invoices.

This is useful for charges such as a shared concert fee or exam entry fee that applies to many students at once.

Only eligible draft student invoices are updated in bulk. Invoices that are already sent, paid, void, or family-owned are skipped.

Use Case 2: Create A Standalone Custom Invoice

Use this workflow when the invoice should contain only ad hoc charges and is not starting from a lesson-generation run.

Common examples:

• selling a music book on its own
• charging an exam enrolment fee separately
• creating a one-off invoice that is unrelated to lesson billing for that period

Step 1: Create The Draft Invoice

In the Billing area, choose Add custom invoice.

Then:

1. Select one or more students.
2. Optionally enter a draft description.
3. Create the draft invoices.

Octavia creates a separate draft invoice for each selected student.

Step 2: Add The Actual Charge Lines

Custom invoices start as draft headers with no line items yet. After creation, open each draft in the invoice detail panel and add the manual line items you want to charge.

For each line item, enter:

• a description
• an amount

The invoice total stays at zero until you add at least one line item.

Step 3: Review And Send

Once the line items look correct, review the draft invoice and send it as normal.

The same invoice rules apply as for any other invoice:

• draft invoices can still be edited
• sending the invoice locks its amounts and line items
• you can still update the due date later while the invoice is sent or overdue

Important Limits To Know

• Only school admins can create custom invoices.
• Only school admins can use the bulk Add custom line item action.
• Bulk custom line addition works only on draft student invoices.
• If you need a lesson invoice plus extra charges, generate the lesson invoice first and then add the custom items.
• If you need an invoice for ad hoc items only, start with Add custom invoice.

Examples

Example: Lessons Plus An Exam Fee

Mia's regular monthly invoice is due to go out, and you also need to charge her exam fee.

1. Generate the monthly invoices first.
2. Open Mia's draft invoice.
3. Add a custom line item such as Exam fee.
4. Review the total and send.

Example: A Concert Fee For Many Students

You have already generated draft lesson invoices for a group of students, and all of them need the same concert fee added.

1. Generate the lesson invoices first.
2. Select the relevant draft invoices in the invoice list.
3. Use Add custom line item.
4. Enter the concert fee description and amount once.
5. Review the updated drafts and send them.

Example: A Book Sold Separately

You sell a music book to a student and want to invoice it separately from their lesson charges.

1. Choose Add custom invoice.
2. Select the student.
3. Create the draft.
4. Add a line item such as Music book.
5. Send the invoice when ready.

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Related articles:

• Generating Invoices: The Review-and-Send Flow
• Sending Invoices and Receipts
• Invoice Statuses Explained
• Voiding an Invoice