Manage invoices on DreamApply Knowledge Base

Organize invoices

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To keep your invoices organized and trackable in the system, you can set up invoice series. This feature ensures that all invoice numbers follow a clear, consistent format, which helps in maintaining better records.

Invoice series are optional in DreamApply. If you do set up a custom invoice series, DreamApply will use its default series to generate invoices. The default series uses a simple auto-incrementing numeric sequence without a prefix.

Set up invoice templates

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To ensure all invoices follow a consistent format and include accurate financial details, you need to set up invoice templates. Well-prepared invoice templates streamline the invoicing process and help institutions maintain its branding guidelines.

Before you begin

To set up invoice templates, your account must have the Superuser or Accountant role or the accounting-view and accounting-edit permissions.

Define document types

You can define what types of financial documents your institution will use to support the invoicing process. Document types are specified in invoice templates, allowing institutions to accurately manage financial transactions. Common document types include invoices, proforma invoices, receipts and so on.

Issue invoices

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To provide applicants with official financial documents whenever they are required to pay fees or purchase additional services, institutions can generate invoices with DreamApply.

DreamApply supports two methods for issuing invoices:

Automated invoice issuing
Manual invoice issuing

Before you begin

To automate invoice generation and issue invoices manually, your account must have the Superuser or Accountant role or the accounting-view and accounting-edit permissions.

Automate invoice issuing

DreamApply can be set up to automatically generate invoices when predefined events occur, for example, an applicant makes an admission decision or purchases an additional service. This type of invoicing is recommended for standard, routine payments when immediate invoicing is needed without staff intervention.

Process payments

Mon, 01 Jan 0001 00:00:00 +0000

DreamApply lists all issued invoices in the Invoices view under Finance. You can use this view to track the status of each invoice, monitor payments and keep financial records organized.

Before you begin

To view and manage invoices, your account must have the Superuser or Accountant role or the accounting-view and accounting-edit permissions.
To subscribe to journal events, your account must have the Superuser or Admissions administrator role or the journal-view and journal-edit permissions.

Track invoices

Using the Invoices view, you can check invoices statuses and see whether they are fully paid, partially paid or still pending.

Mark invoices as lapsed

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In some cases, an issued invoice is no longer needed and should be removed from the active admission process. This typically occurs when:

An application is moved to a later term.
An applicant withdraws their application.
An invoice needs to be corrected and reissued.

To manage invoices that should no longer be considered for payment, you can mark invoices as lapsed. When an invoice is marked as lapsed:

DreamApply excludes the invoice from processing and payment tracking. The system can automatically generate a new invoice for the application if a fee trigger event occurs, for example, a new course is added to the application or the application is re-submitted.

Retain or delete invoices

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In some situations, institutions may need to delete applicants and their data from DreamApply — either when applicants execute their right to be forgotten or due to an administrative decision. DreamApply offers two options for handling invoices issued to these applicants:

Preserve invoices
Delete invoices with other applicant data

DreamApply never deletes invoices that have been fully or partially paid. If any amount has been collected, the invoice is automatically preserved and stored as a detached record in the system.

Preserve invoices

Typically, institutions need to keep invoices for financial reporting and auditing, even after an applicant record linked to these invoices is deleted.