Invoices

Go to Invoices in the sidebar and click "Add invoice." Select a student — for linked students, buyer details are pre-filled from the student-owned billing profile mirrored into the relationship record. Enter the amount, currency, issue date, due date, and an optional title and notes. Save to create the invoice.

Instead of entering amounts manually, use the "Calculate from events" feature. Select a date range and click "Load events." Matheia finds all completed sessions for the selected student in that period and calculates totals from the product or session pricing attached to those sessions. Click "Apply" to populate the invoice amount and auto-generate a descriptive title. You can adjust the amount before saving.

With a provider connected in Settings, a paid session produces a real invoice — numbered, carrying your billing details and VAT rate, and issued in the currency the student paid in. Matheia can email it to them as well. A refund produces a credit note against the original. These documents are generated for you; you do not create them by hand, and they are separate from the entries you add on this page.

1. 01Connect a provider under Settings, then Invoicing.
2. 02Turn on issuing an invoice when a student pays.
3. 03Take a booking as usual — the invoice is issued once payment clears.
4. 04Find the document against the payment, and download the PDF if you need it.

Invoices move through statuses: Pending (just created), Sent (forwarded to the student or accounting system), Paid (payment received), or Overdue (past due date, unpaid). Update the status manually as payments come in. Students see their invoices and current status in their portal.

Invoices you add yourself stay internal: they record an amount, a due date and a status so you can see what is outstanding. They are useful for work paid outside Matheia — cash after a lesson, a bank transfer, an arrangement predating the platform. They are not tax documents, and they are not sent anywhere.