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Scholarship Invoices

If your family uses education scholarship programs (such as ESA, school choice, or other scholarship funds), Homeschool Hive makes it easy to track invoices and submit them for reimbursement.

What Are Scholarship Invoices?​

Scholarship invoices are professional, itemized invoices generated by group leaders for activities your family has participated in. These invoices can be submitted to your scholarship provider for reimbursement.

Accessing Your Invoices​

To view all your scholarship invoices:

  1. Go to Account Settings
  2. Click Scholarship Invoices
  3. View all invoices across all your groups

Understanding Invoice Status​

Each invoice has a status that tracks its progress:

StatusMeaning
PendingInvoice generated, not yet submitted
SubmittedYou've marked it as submitted to your provider
ProcessingYour scholarship provider is reviewing it
ReceivedReimbursement has been received
RejectedThe invoice was not approved

Viewing Invoice Details​

Click on any invoice to see:

  • Invoice Number - Unique identifier
  • Date - When the invoice was generated
  • Group - Which group generated the invoice
  • Event - The activity or event covered
  • Child Name - Which child the invoice is for
  • Line Items - Detailed breakdown of charges
  • Subtotal - Total before fees
  • Total Amount - Amount to request for reimbursement

Download an Invoice​

To download a PDF copy:

  1. Find the invoice in your list
  2. Click Download or Download PDF
  3. The invoice downloads as a professional PDF

The PDF includes:

  • Group's business information (name, EIN, address)
  • Your information
  • Detailed line items
  • Professional formatting suitable for submission

Submit for Reimbursement​

After downloading your invoice:

  1. Submit the PDF to your scholarship provider
  2. Return to Homeschool Hive
  3. Click Mark as Submitted on the invoice
  4. Add any notes about your submission (optional):
    • Scholarship provider name
    • Submission date
    • Reference number

Marking invoices as submitted helps you track which ones are still pending.

Update Invoice Status​

As your reimbursement progresses:

  1. Find the invoice in your list
  2. Click Update Status
  3. Select the new status:
    • Processing - Provider is reviewing
    • Received - Reimbursement received
    • Rejected - Not approved
  4. Add any relevant notes
  5. Save your update

Filter and Search Invoices​

Filter by Status​

View invoices by their current status:

  • All invoices
  • Pending (not yet submitted)
  • Submitted (awaiting reimbursement)
  • Received (reimbursement complete)
  • Rejected

Filter by Group​

If you're in multiple groups:

  • Select a specific group to see only their invoices
  • Or view all invoices across all groups

Filter by Date​

Find invoices from a specific time period:

  • Select a date range
  • View invoices generated within that period

Sort Options​

Sort your invoices by:

  • Date (newest or oldest first)
  • Amount (highest or lowest)
  • Status

Invoice Information​

Each invoice includes important details for reimbursement:

Group Information​

  • Group name
  • EIN (Employer Identification Number)
  • Business address
  • Contact information

Your Information​

  • Your name
  • Child's name and age
  • Event attended

Financial Details​

  • Line items with descriptions
  • Quantities and prices
  • Subtotals and totals

Tips for Scholarship Submissions​

Keep Track of Deadlines

Many scholarship programs have submission deadlines. Check your provider's requirements and submit invoices promptly.

Save Copies

Download and save PDF copies of all invoices for your records, even after receiving reimbursement.

Check Requirements

Some scholarship providers have specific invoice requirements. If an invoice is rejected, contact the group leader to see if adjustments can be made.

Troubleshooting​

Missing Invoice​

If you expected an invoice that's not showing:

  • Check with the group leader to confirm it was generated
  • Make sure you're logged into the correct account
  • The invoice may still be pending generation

Invoice Rejected​

If your scholarship provider rejects an invoice:

  • Note the reason for rejection
  • Contact the group leader for assistance
  • They may be able to generate a corrected invoice

Wrong Information on Invoice​

If an invoice contains errors:

  • Contact the group leader
  • Provide details about what needs correction
  • They can generate an updated invoice

What's Next?​

  1. View your calendar - See all scheduled activities
  2. Manage payments - View payment history
  3. Account settings - Update your profile