Scholarship Invoices

Many homeschool families use education scholarship programs (ESA, school choice programs, etc.) to fund their educational activities. Homeschool Hive allows you to generate professional invoices that families can submit for reimbursement.

What Are Scholarship Invoices?

Scholarship invoices are professional, itemized documents that:

• Detail educational activities and their costs
• Include your group's business information
• Meet requirements of scholarship providers
• Can be downloaded as PDFs by parents
• Track submission and reimbursement status

Prerequisites

Before generating scholarship invoices:

1. Enable Scholarship Payments for your group
2. Configure your business information (name, EIN, address)
3. Have a subscription plan that includes invoice generation

Enable Scholarship Payments

1. Go to Settings > Scholarship
2. Toggle Enable Scholarship Payments on
3. Configure your settings

Set Up Business Information

Your invoices need professional business details:

1. Go to Settings > Scholarship
2. Enter your business information:
   • Group/Business Name - Legal name for invoices
   • EIN - Employer Identification Number (if applicable)
   • Address - Business address
   • Contact Information - Phone, email
3. Upload your Group Logo (appears on invoices)
4. Add Default Instructions - Text that appears on all invoices

Subscription Plans

Scholarship invoice generation requires a subscription. Plans are based on your monthly invoice needs:

Plan	Invoices/Month	Best For
Starter	25	Small groups starting out
Growth	100	Growing groups
Pro	250	Active groups
Scale	500	Large groups
Unlimited	Unlimited	Co-ops and large organizations

Choose a plan in Settings > Scholarship > Subscription.

Generating Invoices

Invoice Generation Wizard

1. Go to your group page
2. Click Scholarship > Generate Invoices
3. Follow the 4-step wizard

Step 1: Select Event

Choose which event to invoice for:

1. See list of events with registered attendees
2. Select the event
3. See how many families are eligible
4. Click Continue

Step 2: Configure Line Items

Set up what appears on the invoice:

Automatic Line Items:

• Pulled from event ticket types
• Shows ticket name, quantity, price

Add Custom Line Items:

1. Click Add Line Item
2. Enter description (e.g., "Art supplies", "Field trip fee")
3. Set quantity and price
4. Item appears on all invoices

Edit Line Items:

• Adjust descriptions for clarity
• Modify amounts if needed
• Remove items that shouldn't be invoiced

Step 3: Select Families

Choose which families to generate invoices for:

1. See list of registered families with scholarship-eligible payments
2. Select all or specific families
3. View total invoice amounts
4. Click Continue

Step 4: Generate

Review and generate:

1. Confirm event and line items
2. Review selected families
3. See total invoices to generate
4. Click Generate Invoices

Invoice Limits

You can generate up to 50 invoices at once. For more, run the wizard multiple times.

Managing Invoices

View All Invoices

See invoices you've generated:

1. Go to Scholarship > Invoices
2. View all invoices in a list
3. See status at a glance

Invoice Statuses

Track where each invoice is in the process:

Status	Meaning
Pending	Generated, parent hasn't submitted yet
Downloaded	Parent has downloaded the PDF
Submitted	Parent marked as submitted to provider
Approved	Provider approved the invoice
Paid	Reimbursement received

Filter and Search

Find specific invoices:

• Search by parent name or invoice number
• Filter by status to see pending, submitted, etc.
• Filter by event to see invoices for specific activities
• Filter by date to see a time range

Export Invoices

Download invoice data:

1. Click Export or Download CSV
2. Get a spreadsheet with:
   • Invoice numbers
   • Parent information
   • Amounts
   • Statuses
3. Use for your records and tracking

Invoice Details

What's on Each Invoice

Every invoice includes:

Header

• Your group logo
• Group/business name
• EIN and address
• Invoice number and date

Parent/Student Information

• Parent name
• Child name and age
• Associated event

Line Items

• Description of each item
• Quantity
• Unit price
• Line total

Totals

• Subtotal
• Any fees
• Total amount

Footer

• Your custom instructions
• Contact information

Download Individual Invoice

1. Find the invoice in your list
2. Click Download PDF
3. Professional PDF ready for submission

Updating Invoice Status

Automatic Status Updates

Some statuses update automatically:

• Downloaded - When parent downloads the PDF
• Submitted - When parent marks as submitted

Manual Status Updates

You can also update statuses manually:

1. Find the invoice
2. Click Update Status
3. Select new status
4. Add notes if needed
5. Save

Bulk Status Updates

Update multiple invoices at once:

1. Select multiple invoices (checkboxes)
2. Click Bulk Actions
3. Choose Update Status
4. Select the new status
5. Apply

Usage Tracking

Monitor Your Usage

Track how many invoices you've generated:

1. Go to Scholarship > Usage
2. See:
   • Invoices generated this month
   • Invoices included in your plan
   • Remaining invoices
   • Usage percentage

Usage Warnings

You'll receive notifications when:

• You reach 80% of your monthly limit
• You reach 100% of your limit
• You have overage charges

Overage Charges

If you exceed your plan limit:

• Additional invoices incur overage fees
• Consider upgrading your plan for better rates
• Overages are charged at the end of the billing period

Customization

Invoice Branding

Make invoices match your group's brand:

1. Go to Settings > Scholarship
2. Upload your logo
3. Configure header and footer text
4. Set default instructions

Default Instructions

Add instructions that appear on every invoice:

Example:

For questions about this invoice, contact [Group Name] at [email].
Submit this invoice through your scholarship provider's portal.
Keep a copy for your records.

Best Practices

For Accurate Invoices

• Double-check line items before generating
• Use clear, descriptive item names
• Ensure amounts match what families paid
• Keep your business information current

For Parent Success

• Generate invoices promptly after events
• Include clear submission instructions
• Be responsive to questions
• Track statuses and follow up on pending items

For Your Records

• Export invoice data regularly
• Keep copies for tax purposes
• Track reimbursement rates
• Monitor which providers approve your invoices

Troubleshooting

Invoice Shows Wrong Amount

1. Check the event registration details
2. Verify line items were configured correctly
3. You may need to generate a corrected invoice
4. Contact the parent to explain

Parent Can't Find Invoice

1. Have them check Account Settings > Scholarship Invoices
2. Verify you generated an invoice for their registration
3. Confirm they're logged into the correct account

Provider Rejected Invoice

1. Find out why (missing info, formatting, etc.)
2. Update your invoice configuration if needed
3. Generate a new invoice with corrections
4. Mark old invoice as rejected

What's Next?

1. Send announcements - Notify members about invoices
2. View analytics - Track scholarship usage
3. Manage members - Handle member questions