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Company Invoices

When an assignment is added to a client’s record, an invoice is automatically created and linked to the client. However, if a company is responsible for payment—either partially or in full—adjustments to the invoice may be necessary, or additional invoices may be required. Below are various invoicing scenarios involving company payments.

General Rules for Company Invoices

  • When adding a new assignment using the New Assignment or Multi-Assignment options, if a company is selected, it will be added as the company on the invoice.
  • Editing an assignment does not automatically update the company field on an invoice.
  • Company Address: If a company is linked to an invoice, its address will be displayed on the printed invoice report. If the address is missing or incomplete, no address will be shown.

Invoicing Scenarios

Scenario 1: 

Single Client – Single Company – Company Pays Full Amount (Per Client Tuition-Based)

Use this scenario when one client is enrolled in a fee-based course and a company is paying the full amount.

Steps:

  1. Add the assignment to the client as usual—an invoice is created automatically.
  2. After the assignment and invoice have been added, navigate to and edit the invoice.
  3. Select the company from the Company field dropdown. If the company is new, scroll to the end of the list and click Add New Company.
  4. Save the modified invoice.

Scenario 2:

Single Client – Single Company – Company Pays Partial Amount (Per Client Tuition-Based)

Use this scenario when one client is enrolled in a fee-based course and the payment is split between the client and the company.

Steps:

  1. Add the assignment to the client as usual—an invoice is created automatically.
  2. Navigate to the invoice.
  3. Edit the Line Items section:
    • Adjust the amounts so they reflect the portion the client will pay.
    • Save the changes.
  4. Click Split Invoice from the toolbar.
  5. Select Company and/or Funding Source Split and click Next.
  6. Choose the appropriate Course Code and Revenue Item.
  7. In Row 1, enter:
    • The amount the company will pay.
    • The invoice date.
    • The company name.
    • (Optional) Any additional required fields.
  8. Click Submit—this creates:
    • One invoice for the client’s portion.
    • A separate invoice for the company’s portion.

Scenario 3: 

Multiple Clients – Single Company – Company Pays Full Amount (Per Client Tuition-Based)

Use this scenario when multiple clients are enrolled in a fee-based course and a company is paying the full amount per client.

Steps:

  1. Add the assignment to each client as usual—an invoice is created automatically.
  2. After assignments and invoices have been added:
    • Navigate to and edit each invoice.
    • Select the appropriate company from the Company field dropdown. If the company is new, scroll to the end of the list and click Add New Company.
    • Save the modified invoices.

Scenario 4:

Multiple Clients – Single Company – Company Pays Full Amount (Bulk Tuition Rate)

Use this scenario when multiple clients are enrolled, and the company is paying a flat-rate fee, not a per-client fee.

Part 1: Creating the Company Assignment & Invoice

  1. If the company does not have a corporate client account, create a new corporate client record.
  2. Navigate to the corporate client record that matches the company to be invoiced.
  3. Add the assignment to the corporate client—an invoice is created automatically.
  4. If clients will be added later but should not affect the enrollment count, set Enrollment Status to "Aggregate/Company".
  5. After the assignment and invoice have been added:
    • Edit the invoice.
    • Modify or add line items to reflect the flat rate fee.
    • Save the modified invoice.

Part 2: Adding Client Assignments (Optional)

If you want to record client names in the enrollment list, follow these steps. If the company is paying a flat rate and individual client names are not needed, skip this part.

  1. Add the assignment to each client as usual—an invoice is created automatically.
  2. After assignments and invoices have been added:
    • Navigate to and edit each invoice.
    • Set Line Item Amounts to zero to prevent additional charges.
    • If the course section had no fees, the invoice will already be set to zero.
    • Select the appropriate company from the Company field dropdown. If the company is new, scroll to the end of the list and click Add New Company.
    • Save the modified invoice.

Key Notes

  • Invoices are generated automatically when assignments are added.
  • Company information must be manually added when necessary, as it is not updated when editing assignments.
  • If using flat-rate billing, ensure that individual client invoices are adjusted to reflect zero amounts.

Conclusion

Understanding how to manage company invoices ensures that payments are properly allocated, whether a company is covering tuition fully or partially. By following the appropriate steps for each scenario, you can efficiently adjust invoices to match the correct payer. Properly configured invoices help maintain accurate records, prevent errors, and ensure smooth payment processing. For further assistance, refer to related articles or contact support.

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