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Documentation Index

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When a student’s guardian makes a payment, you record it against the relevant invoice in Elimu Bora. The system updates the invoice status automatically, calculates the remaining balance, and sends the guardian a PDF receipt by email — no manual steps required after you save the payment.

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Recording a payment

1

Open the invoice

Navigate to Finance → Invoices and locate the invoice you want to record a payment against. You can filter by status (e.g., Pending or Partial) or search by student name or admission number. Click the invoice to open it.
2

Open the Payment History tab

On the invoice detail page, scroll to the Payment History tab at the bottom. This tab lists all payments recorded against this invoice.
3

Click Record Payment

Select Record Payment to open the payment form.
4

Enter the payment details

Fill in the following fields:
  • Amount — the amount paid in KES
  • Payment Date — the date the payment was received
  • Payment Method — choose Cash, M-Pesa, Bank Transfer, Card, or Cheque
  • Transaction ID — the M-Pesa transaction code, bank reference, or any manual reference number (optional for cash)
5

Save the payment

Click Save. The payment is recorded, the invoice balance is reduced immediately, and the invoice status updates automatically.
As soon as you save a payment, a PDF receipt is generated and emailed to the guardian automatically. You do not need to send anything manually. The receipt includes the payment amount, date, method, transaction reference, and the updated invoice balance.

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How invoice status updates

The invoice status changes automatically based on cumulative payments:
Payments recordedStatus
No payments yetPending
Some payments, balance still outstandingPartial
Total payments equal invoice totalPaid
Due date passed, not fully paidOverdue
You never need to update the status manually — the system recalculates it each time a payment is saved.

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Cheque payments

Cheque payments have an extra step before they are applied to the invoice balance.
When you record a payment with the method Cheque, it is saved with a status of Pending until the cheque clears. The invoice balance is not reduced yet.Once the cheque clears at the bank, open the invoice, go to the Payment History tab, find the cheque payment, and click Acknowledge. You will be asked to confirm. The payment status moves to Cleared, the invoice balance is reduced, and a receipt is sent to the guardian.

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Viewing payment history

To review all payments recorded against a specific invoice:
  1. Go to Finance → Invoices and open the invoice.
  2. Click the Payment History tab.
Each row shows the payment date, amount paid, payment method, balance before and after the payment, transaction ID, and status. You can filter by date range to narrow the view. To see all payments across all invoices in one place, go to Finance → Invoice Payments. You can filter this list by payment method, status, sponsor, or date range.

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Filtering invoices by status

From Finance → Invoices, use the status filter to focus on what needs attention:
  • Overdue — students whose payments are past the due date; the system sends daily reminders to their guardians automatically
  • Partial — students who have paid something but still have an outstanding balance
  • Pending — students with no payment recorded at all
  • Paid — fully settled invoices for your records