As the school admin, you can customize your invoice template and update your invoice details in your LearnWorlds school. Paying close attention to these details is crucial for providing your customers with clear, comprehensive, and informative transactions.
In this article, we will learn how to set up your invoices to reflect transparency.
To customize your school's invoices, go to Settings → Financial → Invoices setup.
You can edit the following information that will be displayed in the invoices you deliver:
1. Set an Invoice prefix.
2. Set the Company VAT Number.
3. Add an Invoice logo. Your logo will be placed on the upper-left corner of the invoices.
4. Add a Thank you message in invoices for your learners.
5. Include a Tax message in invoices that explains your tax policy.
If you have enabled Quaderno or Stripe Tax for the calculation of taxes on the checkout page of your school, the standard Billing details will automatically be enabled, and The information provided by the user will then be utilized by the external tool to calculate the applicable taxes
6. Select whether standard VAT will be shown on your invoices/receipts.
7. To access the billing information that you will enable and request from your customers, navigate to the Financial → Billing Details tab.
8. By navigating to Settings → School Settings → School Info, you can also edit the following fields:
8a. The School Name
8b. The Address (seller)
8c. The Sales e-mail
The date format within your invoices will be affected by your School settings. Your selected option of the available Short date formats will be displayed in your invoices.
9. In the Invoice setup menu, you can also translate the default Invoice Text fields as shown below:
In case you would like to take a look at the invoice you have customized, you can click on the Preview option.
Notes:
- If you are using Japanese, Chinese, or Arabic characters in your invoices, please contact our support team and we will further assist you. You can send us an email with the respective request at support@learnworlds.com or submit a ticket.
- Sales reports can be exported by navigating to Reports→ Sales.
- If you wish to disable the built-in invoices of your LearnWorlds school, send us an email with the respective request at support@learnworlds.com or submit a ticket.
- If you decide to use Quaderno for tax calculation, you can activate the corresponding setting (under Tax Management → Fetch Quaderno Invoices) to also use the invoice generation mechanism provided by Quaderno. If you enable this option, the invoice settings under Financial → Invoices Setup will become inactive.
- The logo image (.png, .jpeg) should have a maximum width of 200px, a maximum height of 300px, and a file size not exceeding 1MB.