Invoice VS Receipt
Invoice VS Receipt
To the left here you will see samples of the ADE provided invoice template setup as it was intended originally as an invoice. And then, the other image is the same template altered very slightly to use it as a receipt for a parent who prefers to or needs to do reimbursement. Direct pay invoices are preferred for many reasons but there are times when a child needs an item immediately and cannot wait for the approval process so a receipt will be needed for the parent to be reimbursed for the purchase.
You will see all I did was ADD A LINE SHOWING PAYMENT METHOD.
Then in the unit price the amount of the payment as a negative. These leaves a $0 balance so i changed the word total to Balance. Otherwise, its identical to an invoice. But a receipt must show method of payment and a $0 balance left.
ALL PRODUCT VENDORS NOTE : The invoice needs to have a full description of the product.
Tutor and Teachers Invoices
If you are providing a repeated SERVICE for students such as tutoring or lessons for instruments or other training you need to pay attention to these items for your invoices to prevent unecessary rejections for missing infromation.
First and foremost, there is some information you must provide on the invoice for Audit purposes. Those include:
The Student Name
The Parent Name
Those details of the students need to be ON the invoice. Aside from their information you must provide yours:
Your name or Business name as listed with EFA
Your contact information
NOW TAKE NOTE:
It is preferred in you are NOT meeting the student at your business address. On the invoice note the address where the practice or session or tutoring was received. This will assist the office in easily approving the mileage for the student.
It is also important that you list each session separately on the invoice EVEN if you bill monthly or quarterly. List each individual meeting on the invoice. Example to the right:
You can use any invoice template you like. The information is what is important.
