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Statements and invoices

Financials → Statements shows one student's complete financial picture: what they were charged, what they paid, and what credits they hold.

Finding a student

Select the student from the dropdown, or filter by grade, name or student ID.

Viewing previous years' statements

Previous years' statements are final account statements saved when a school year is closed. They are separate from the current-year statement above.

Students still in myblueboard

  1. Open Financials → Statements.
  2. Find and select the student.
  3. Scroll to Previous Years' Statements below the current statement.
  4. Open the school year you need, then select View or Download.

The list shows the student's balance and available credits as they stood at the end of that school year. View opens the saved statement in myblueboard; Download saves its HTML file, which you can open in a browser or print to PDF.

Graduates and students no longer in myblueboard

Graduates and non-returning students are no longer in the active student picker. Their saved statements remain in the end-of-year backup reports.

  1. Open Admin Tasks → End-of-Year Reports.
  2. Select the tab for the school year you need.
  3. Under Other Files, find final_account_statements/ and select the student's .html statement file to download it.
  4. Open the downloaded file in a browser. Use your browser's Print → Save as PDF when a PDF is needed.

Files are named <student ID>_<Last name>_<First name>.html. Choose the correct school-year tab before looking for the student.

For more, see Final account statements.

Who can access prior-year statements

The same financial permissions required for Financials → Statements are required to view a retained student's prior-year statements. End-of-year reports require Admin Access.

Reading the statement

Six figures at the top:

Figure Meaning
Total Fees Everything charged this year
Payments Everything received
Current Balance What's still owed
Total Accrued Credits All credit earned
Used Credits Credit already applied to fees
Available Credits Credit still to spend

Below, three tabs separate the detail: Fees, Credits/Refunds and Payments.

Total Accrued Credits minus Used Credits equals Available Credits. When a family asks "what happened to our fundraising money", these three lines are the answer.

Generating an invoice

  1. Check the fees to include — they go into a cart.
  2. Select the cart icon.
  3. Review the invoice. Print it or save it as a PDF.
  4. To take payment now, select Proceed to Payment — see Taking payments.

Select billed to controls who the invoice is addressed to, which matters when a grandparent or a split household is paying.

Emailing statements in bulk

Open the Email Statements form. The toggles are the whole feature:

  • Include student(s) — send to students as well as guardians
  • Include paid-in-full statements — off by default, so you're only chasing people who owe
  • Include paid fees in statement — show the full picture rather than just the balance
  • Personalize greeting — use $firstname and it's replaced per recipient

Leave paid-in-full off unless you mean it

Turning it on emails families who owe nothing. They then contact you asking what they've missed — the opposite of what a statement run is for.

Turn it on only when you're sending an end-of-year summary to everyone deliberately.

Include paid fees when families are asking what they've paid across a season. Leave them off when the message is "here's your balance, please pay it" — a shorter statement gets acted on.

Emailing one statement

Select the student, check the fees, and use the cart icon. Same flow as an invoice, sent to that family only.

Use this for the follow-up conversation, after a bulk run, when someone has a question about their specific account.

Printing statements

Open the Print Statements form, choose whether to include paid-in-full statements and credits, and generate.

The download link expires after one hour

Download the file when it's ready. If you generate a batch and come back tomorrow, the link is dead and you'll need to generate again.

Practical advice

  • Send statements on a schedule families can predict — the first of the month works. Ad-hoc statements read as chasing; regular ones read as bookkeeping
  • Say what happens next in the greeting. A balance with no due date and no payment instruction gets set aside
  • Check one statement before a bulk send. Open a student you know well and confirm it says what you expect