How to bulk-generate invoices for an installment in Inkwelly
This guide is for the school office head or fee clerk at the start of every billing cycle — Q1 in April, Q2 in July, mid-month for monthly schedules. By the end you will have raised every pending invoice for the chosen installment in Inkwelly in under a minute, with withdrawn and RTE students cleanly excluded.
To bulk-generate invoices for an installment in Inkwelly: open Student Fee → Invoices → Generate, find the fee structure for this billing cycle, click Generate on the right installment row, review the preview tiles (Will create, Skip existing, Skip filtered), keep the Exclude withdrawn filter on, and click the green Generate button. A 1,200-student school raises every April invoice in roughly 30 seconds, against half a day of work in Excel and Tally.
Bulk invoice generation is the most-used Student Fee action of the year — every quarter or month, every paying student gets exactly one new invoice. CBSE affiliation bye-laws require schools to issue receipts against a fixed published fee structure for each academic session (CBSE Affiliation Bye-Laws, Chapter VII). A typical Tier-2 day school with 1,200 students and four quarterly installments issues 4,800 invoices in a year — Inkwelly turns that into four batch runs of under a minute each. The Excel-plus-Tally alternative usually takes a clerk most of a working day per quarter, and quietly drops students whose class section was renamed mid-session.
1. Open Invoices and click Generate
Open Inkwelly → Student Fee from the left sidebar. Pick Invoices under the COLLECTION section. The invoices list lands with four KPI tiles — Total Invoices, Pending, Overdue and Paid — and four status tabs. The top-right corner has two buttons: Configure for column and template settings, and a primary Generate button. Click Generate to open the Generate Invoices wizard.
2. Read the four KPI tiles at the top
The Generate Invoices wizard opens with four KPI tiles across the top: Active Students (everyone with a fee profile this session), Open Installments (total across all structures), Auto-gen On (how many installments are scheduled for automatic creation) and Overall Coverage (percentage of expected invoices already raised). Overall Coverage is the number to watch — it sits at 0 percent before a fresh April installment is generated and climbs to 100 percent after a clean batch run. Use the Run auto-sweep button on the right only when the scheduled job has fallen behind.
3. Find the fee structure card for this cycle
Below the KPI tiles is one card per active fee structure — Annual 2025-26 — Class KG to 3, Class 4-5, Class 6-8 and so on. Each card header carries the structure name, the installment count, the active student count and the current coverage percentage. The top-right of every card has a primary Generate all current+future button — useful for the year-start sweep across every installment of one structure. Below the header is one row per installment with its own Auto-gen and Generate buttons.
4. Click Generate on the installment you want to raise
On the installment row — for example Q1 — April-June, Due 10 Apr 2025 — click the dark Generate button on the right. The Bulk Generate dialog opens with the installment name and due date as a sub-header. Inkwelly immediately runs a dry-run preview against the live student list, so the next screen reflects exactly what would happen if you clicked Generate now. The dialog stays modal — close it to back out without changing any invoice.
5. Review the preview tiles and adjust filters
The preview shows three tiles: Will create (new invoices Inkwelly will raise), Skip existing (students who already have an invoice for this installment) and Skip filtered (students removed by the filters below). Below the tiles is an optional Breakdown by fee group when the installment spans more than one group. Two filter toggles sit at the bottom: Exclude withdrawn students stays on by default — leave it on for every school. Turn on Exclude RTE students only when your school invoices RTE-admitted children separately under the Right to Education claim flow.
6. Confirm and submit the batch
Click the green Generate N invoices button at the bottom of the dialog — N is the same number shown in the Will create tile. Inkwelly opens a final confirmation dialog that names the installment, restates the due date and warns that created invoices cannot be undone individually, only deleted. Click Yes, generate. The dialog stays open with a progress indicator; for 1,200 invoices the wall-clock is typically 20 to 40 seconds depending on how many fee heads each invoice carries.
7. Watch the result summary and refresh coverage
When the run finishes, the dialog flips to a green success card showing how many invoices were generated, how many were skipped and how many failed. Close the dialog. The Generate Invoices wizard refreshes automatically — the Overall Coverage tile moves up, the installment row shows the new coverage percentage and a small fee-group breakdown chip if the installment is split across groups. Open Invoices, filter by status Pending, and you will see the fresh invoices ready to send to parents.
Once the batch is up, the next things most schools do are to dispatch the new invoices to parents over WhatsApp and SMS, and to let Inkwelly accept the payments online. Many schools also turn on auto-generation for the rest of the session’s installments so the next quarter raises itself on the due date — see the sibling LEARN on auto-generation. For the rare mid-session new admission, generating a single invoice from the student’s fee profile is the right move. Beginning of every quarter, the Generate Invoices wizard is the one screen the office head should open first.
See Inkwelly Student Fees in action
अक्सर पूछे गए सवाल
6 सवालHow long does bulk invoice generation take for 1,200 students in Inkwelly?
Inkwelly raises every pending invoice for one installment in 20 to 40 seconds for a 1,200-student school, depending on how many fee heads each invoice carries. The Bulk Generate dialog stays modal during the run and shows a green success card with generated, skipped and failed counts as soon as it finishes. Coverage on the wizard climbs in the same screen.
Pure school ke liye ek baar mein invoice kaise banaye?
Inkwelly → Student Fee → Invoices kholiye. Top-right ke Generate button par click kijiye. Generate Invoices wizard me apni fee structure card find kijiye, top-right ke 'Generate all current+future' button par click kijiye, confirmation dialog me Yes dabaiye. Pure school ke har class ke har installment ke liye ek baar me invoice ban jate hain — typically ek minute ke andar.
Bulk invoice generation kitni der lagti hai?
Ek standard Tier-2 school me 1,200 students ke liye ek installment ke invoices banane me 20 se 40 second lagte hain. Agar pure session ke saare four installment ek saath generate karein 'Generate all current+future' button se, to lagbhag do se char minute. Excel aur Tally me yahi kaam ek pure din me hota hai.
Does Inkwelly skip students who already have an invoice for this installment?
Yes. The Bulk Generate dialog runs a dry-run preview before the real batch and shows a Skip existing count for students who already have an invoice for the installment. Inkwelly never raises a duplicate invoice for the same student-installment pair, so it is safe to click Generate again on the same installment without creating doubles.
How do I exclude withdrawn or RTE students from a bulk invoice run?
The Bulk Generate dialog has two filter toggles at the bottom. Exclude withdrawn students stays on by default and should be left on — withdrawn children must not get fresh invoices. Exclude RTE students is off by default; turn it on when your school invoices Right to Education admissions separately under the state RTE reimbursement flow. The Will create count updates as the filters change.
Can I undo a bulk invoice run if something looks wrong?
Inkwelly does not undo a whole bulk run as one action, but the dialog warns of this before submission. Individual invoices can be deleted from the Invoices list one by one or in small batches — typically only needed when a fee chart was misconfigured. The safer workflow is to use the preview filters to get the Will create count right before clicking Generate.
आपको ये भी पसंद आ सकता है
3 लेखस्रोत व संदर्भ
- CBSE Affiliation Bye-Laws — Chapter VII, Fee Structure · देखा गया 19 May 2026
CBSE bye-laws require affiliated schools to publish a fixed annual fee structure for each academic session and issue receipts against it — the legal basis for raising one invoice per student per published installment.
- Right of Children to Free and Compulsory Education Act, 2009 — Section 12 and 13 · देखा गया 19 May 2026
The RTE Act mandates 25 percent reservation in private unaided schools and prohibits collecting any fee from RTE-admitted children beyond what the state reimburses, which is why Exclude RTE students is a first-class filter on the bulk run.
- Ministry of Education — UDISE+ Data Capture Format (School Finance section) · देखा गया 19 May 2026
UDISE+ annual returns require schools to report fees collected per class and per fee head, which mirrors the per-installment, per-fee-group invoice model that Inkwelly bulk-generates against.
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