Managing student family accounts
The Family Accounts & Transactions module in PrepBase allows admins to centrally manage billing activities for families, including viewing balances, creating invoices, recording transactions, and exporting financial data. This section provides full visibility into charges, payments, and invoice statuses across all linked students under a family account.
1. Overview: Where to Find Family Accounts & Transactions
Navigate to:
Billing & Invoices → Family Accounts
From here, you can:
View all family billing accounts
Monitor outstanding balances
Access detailed invoices and transactions
Create and manage invoices
Add or adjust manual transactions
Export financial records for reporting
2. Family Accounts Tab
The Family Accounts tab displays a consolidated list of all families with billing activity.
What You See in the Family Accounts List
Each row represents a family account and includes:
Family – Parent(s) and linked student(s)
Students – Students associated with the family account
Balance Owing – Total unpaid amount for the family
Last Invoice Date – Most recent invoice issued
Last Payment Date – Most recent recorded payment
Actions Menu – View family billing details
Key Actions
Search – Quickly locate a family using the search bar
Sort – Sort by:
Last Invoice Date
Last Transaction Date
Balance Owing
Date Filter – Filter family accounts using a calendar-based date range
Export CSV – Download a CSV of all family account billing data
View – Open the detailed Family Account page
Family Account Detail Page
Selecting View opens the Family Account Detail page, which provides a complete billing snapshot for a single family.
Header Information
At the top of the page, you can see:
Parent Name
Student Names
Balance Owing
Last Invoice Date
Last Payment Date
Below the header, you’ll find two sub-tabs:
Transactions
Invoices
3. Transactions Tab (Family Account Level)
The Transactions tab shows all financial activity for the selected family.
Transactions Table Columns
Date – When the transaction was recorded
Family Name – Parent and/or student associated
Transaction Type – Charges or Payment
Transaction Amount
Charges appear as negative values
Payments appear as positive values
Description – Notes or package details
Actions Menu
Important: Transaction Action Menu Behavior
⚠️ Only manually added transactions show Edit and Delete options.
Manual Transactions
Action menu includes:
Edit
Delete
System-generated Transactions (e.g., package charges, automated billing)
Action menu opens but shows no actions
These entries are read-only to maintain billing integrity
Adding a New Transaction
You can add manual transactions from:
Family Account → Transactions tab
Billing & Invoices → Transactions tab
Steps to Add a Transaction
Click the ➕ Add Transaction button
Select Transaction Type (Charge or Payment)
Choose the Family Account
Set the Date
Enter the Amount
(Optional) Select:
Session Category
Session Type
Add a Description for reference
Click Save
Manual transactions immediately affect the family’s balance.
Editing or Deleting a Transaction
Only available for manual transactions
Open the three-dot menu next to the transaction
Choose Edit to update details
Choose Delete to permanently remove the transaction
Transactions Filters & Export
Filtering Options
Filter Panel
Family
Transaction Type
Calendar Filter
Filter transactions by date range
Reset / Apply filters as needed
Export Transactions
Click Export CSV
Downloads all visible transactions based on applied filters
4. Invoices Tab (Family Account Level)
The Invoices tab shows all invoices issued to the selected family.
Invoice List Columns
Invoice Number
Date Created
Invoice Date
Status – Open, Paid, or Void
Date Range
Amount
Actions Menu
Creating an Invoice
Click ➕ Add Invoice
Set the Invoice Date
Choose Include Balances
Typically includes all owed balances
Review Owed Balances
Select whether to Send Email
Click Create
The invoice is generated and linked to the family account.
Viewing & Editing an Invoice
From the invoice action menu:
View – Opens the invoice summary page
Displays:
Family Account
Total Sessions
Total Hours
Invoice Amount
Payment Status
All related transactions
Edit – Update invoice date, included balances, or email preference
Managing Invoice Status
Invoices support three statuses:
Open – Invoice is unpaid
Paid – Invoice has been settled
Void – Invoice is canceled and excluded from billing
Admins can update invoice status directly from the invoice list.
Invoice Tools: Download, Email & Export
Bulk Invoice Actions
Using the settings menu in the Invoices tab, you can:
Download Invoices – Generate PDFs
Email Invoices – Send invoices to families in bulk
Filtering Invoices
Filter by Family
Filter by Status
Use Calendar Date Filter
Apply or reset filters as needed
Export Invoices
Click Export CSV
Downloads invoice data for reporting or accounting use
5. Invoices Tab
The Invoices tab under Billing & Invoices provides admins with a centralized view of all invoices generated across family accounts. This section is designed to help manage invoice creation, tracking, status updates, bulk actions, filtering, and exports efficiently.
Invoices List Overview
Each row in the Invoices table represents a single invoice.
Invoice Table Columns Explained
| Column | Description |
|---|---|
| Invoice Number | Unique auto-generated invoice ID. Clickable for viewing invoice details. |
| Date Created | Date the invoice record was created in the system. |
| Invoice Date | Official invoice issue date (shown to families). |
| Family Account | Parent / family associated with the invoice. |
| Date Range | Billing period covered by the invoice (if applicable). |
| Amount | Total invoice amount. |
| Status | Current invoice status: Open, Paid, or Void. |
| Actions | Context menu for viewing or editing the invoice. |
Invoice Status Types
Invoices in PrepBase can have one of the following statuses:
Open
Invoice is issued but not yet paid.Paid
Invoice has been fully settled.Void
Invoice is cancelled and excluded from balance calculations.
Status changes immediately reflect in the related Family Account balance.
Viewing an Invoice
To view invoice details:
Click the three-dot action menu on an invoice row
Select View
Invoice View Page Includes
Invoice Date
Family Account
Total Account Sessions
Total Account Hours
Total Amount
Payment Status
A full list of transactions included in the invoice
This view is read-only and intended for verification and reference.
Editing an Invoice
To edit an existing invoice:
Open the three-dot action menu
Click Edit
Editable Fields
Invoice Date
Include Balances (e.g., all owed balances)
Send Email (Yes / No)
⚠️ If no pending balance exists, the system clearly indicates No Pending Balance.
Creating a New Invoice
Admins can manually create invoices from the Invoices tab.
Steps to Create an Invoice
Click ➕ Add Invoice
Select the Family Account
Set the Invoice Date
Choose Include Balances
Review the Owed Balances
Select whether to Send Email
Click Create
The invoice is instantly generated and linked to the selected family account.
Bulk Invoice Actions (Settings Menu)
The settings (⚙️) icon at the top-right of the Invoices tab enables bulk invoice actions.
Available Bulk Actions
Download Invoices
Downloads selected invoices as PDF files.Email Invoices
Sends selected invoices directly to family email addresses.
These actions apply only to selected invoices using checkboxes.
Filtering Invoices
Powerful filters help admins quickly locate specific invoices.
Filter Options
Family – Filter invoices by family account
Status – Open, Paid, or Void
Calendar Filter – Filter invoices by invoice date
Reset / Apply controls for quick filter management
Filters apply instantly to both the table and bulk actions.
Searching Invoices
Use the search bar to find invoices by:
Invoice number
Family name
Search works in combination with filters.
Exporting Invoices
Admins can export invoice data for accounting or reporting.
Export CSV
Click Export CSV
Downloads all visible invoices based on current filters
Ideal for:
Finance reconciliation
Monthly reporting
External accounting systems
6. Transactions Tab
Transactions List Overview
Each row in the Transactions table represents one financial transaction recorded in the system.
Transactions Table Columns Explained
| Column | Description |
|---|---|
| Date | Date and time when the transaction was created. |
| Family Name | Parent and/or student associated with the transaction. |
| Transaction Type | Indicates whether the entry is a Charge or Payment. |
| Transaction Amount | Monetary value of the transaction. |
| Description | Reason for the transaction (e.g., package name, tutoring payment). |
| Actions | Context menu for permitted actions (if applicable). |
Understanding Transaction Amounts
Transactions are visually distinguished for clarity:
-
Charges
-
Displayed as negative values
-
Represent money owed by the family
-
-
Payments
-
Displayed as positive values
-
Represent payments received from the family
-
This makes balance calculations and reconciliation straightforward.
Transaction Types & System Behavior
PrepBase supports two core transaction sources, and their behavior differs intentionally.
System-Generated Transactions
These include:
-
Package charges
-
Automated billing entries
-
Invoice-linked charges
Behavior:
-
Automatically created by the system
-
Read-only
-
Action menu opens but shows no options
-
Cannot be edited or deleted to preserve billing integrity
Manual Transactions
These are transactions added by admins, typically for:
-
Offline payments
-
Adjustments
-
Corrections
-
Special cases
Behavior:
-
Fully admin-controlled
-
Action menu includes:
-
Edit
-
Delete
-
⚠️ Only manual transactions show Edit and Delete options.
System-generated transactions do not allow modifications.
Adding a New Transaction
Admins can manually add transactions directly from the Transactions tab.
Steps to Add a Transaction
-
Click ➕ Add Transaction
-
Select Transaction Type
-
Charge
-
Payment
-
-
Choose the Family Account
-
Set the Date
-
Enter the Amount
-
(Optional) Select:
-
Session Category
-
Session Type
-
-
Add a clear Description
-
Click Save
The transaction is immediately recorded and reflected in the family’s balance.
Editing a Transaction
Editing is only available for manual transactions.
How to Edit
-
Click the three-dot menu on a manual transaction
-
Select Edit
-
Update any of the following:
-
Transaction Type
-
Date
-
Amount
-
Session Category / Type (if applicable)
-
Description
-
-
Click Save
Changes apply instantly to balances and reports.
Deleting a Transaction
Deletion is also restricted to manual transactions only.
How to Delete
-
Open the three-dot menu
-
Click Delete
-
Confirm the action
⚠️ Deleted transactions are permanently removed and immediately affect balances.
Filtering Transactions
The Transactions tab includes powerful filtering tools for precise review.
Filter Options
-
Family – View transactions for a specific family
-
Transaction Type – Charges or Payments
-
Calendar Filter – Filter transactions by date range
-
Reset / Apply buttons for quick control
Filters work together and update the list instantly.
Searching Transactions
Use the search bar to locate transactions by:
-
Family name
-
Student name
-
Description keywords
Search can be combined with filters for faster results.
Exporting Transactions
Admins can export transaction data for accounting and audits.
Export CSV
-
Click Export CSV
-
Downloads all currently visible transactions
-
Respects applied filters and date ranges
Common use cases:
-
Monthly reconciliation
-
External accounting systems
-
Financial audits