How to Run District Invoicing

Learn how Logic54 calculates and generates monthly district invoices, and how to review, adjust, and print them. This article will cover:

How Invoicing Works

Each month, Logic54 calculates transportation costs by looking at every student’s itinerary alongside their school’s calendar. For each student, the system checks how many school days occurred that month, which route they rode, and how many other students shared that route — this gives a per-student daily cost. It then checks the student’s start and end dates to determine how many of those days they actually rode.

Because a single bus route can carry students from more than one district, Logic54 splits the route’s cost across all the districts represented on it, so each district is only billed for its own students’ share.

Note: Invoicing is only as accurate as the data behind it. If itineraries, calendars, or route costs are entered incorrectly, the invoices generated from them will be incorrect too — the system calculates strictly from what’s been entered, nothing more. Before running invoices, it’s worth taking a few minutes to double-check that your data is accurate and up to date.

Setting Up Invoice Settings

Before generating your first invoice, configure your district’s invoice defaults.

  1. Click the Settings button in the top right of the screen.
  2. Drag and drop your logo into the Header Logo field.
  3. Enter the text you’d like to appear under Message on Invoice (for example, payment instructions).
  4. Choose your Default Invoice Terms (e.g., Net 30).
  5. Enter the Admin Fee percentage for each route type — General Ed, Special Needs, Displaced Education, Non-Public, Vo-Tech, and Other.

Note: This is a one-time setup, but you can return and edit these settings at any time.

Entering School and District Calendars

Invoicing uses school and district calendars to determine how many school days occurred in a given month. Calendars must be entered every school year.

  1. If the school does not have a parent district: You’ll enter the calendar directly in the school record. Open the school record, then click on any date in the school calendar to open a dropdown, then set its status as Closed, Half Day, or Cancelled. All weekdays are Open by default, and weekends are Closed by default, so you only need to mark exceptions — you don’t need to mark every open day.
  1. If a school belongs to a parent district (a master district calendar): On the school record, select the district’s name from the Calendar dropdown instead. This links the school to that district’s calendar, and the school record’s own calendar becomes locked, since it will now follow the district calendar.
  1. To enter the district’s calendar: Go to the district record, then click on any date in the district calendar to open a dropdown, then set its status the same way as above. Every school linked to this district will use the calendar you enter here — you only need to enter it once.

Not every school has a parent district — some maintain their own calendar directly.

Understanding Student Itineraries

All invoicing is calculated from student itineraries, so it’s worth understanding what each field controls:

  • Bill To / District — Determines which district’s invoice the student’s cost is billed to.
  • Route ID — Determines which route the student rides, and how their cost is split with other riders on that route.
  • School — Determines which calendar is used to calculate ridership days.
  • Start Date / End Date — Determines the period the student is billed for.

Note: If start and end dates are left blank, the system treats the itinerary as running and bills it in full.

Entering Route Costs

Before invoices can be generated, every route needs a cost entered.

  1. Go to the Routes section and click Route Costs.
  2. For each route, select the Contract type (Quote, Bid, or Renewal).
  3. Enter the daily Route cost, the daily general Aide cost, and the daily 1:1 Aide cost.

Note: This only needs to be done once per route unless the cost changes. The 1:1 Aide cost is automatically multiplied by the number of students on that route who have a 1:1 aide.

Running Monthly Invoices

  1. Click the Settings button, then click Manage next to Invoice Run.
  2. Select the month you’d like to invoice.
  3. Click Run.

Invoices are processed overnight and will be ready the next morning.

Note: If invoices already exist for the month you select, you’ll see an option to Clear and Rerun. This deletes the existing invoices for that month only — including any adjustments you’ve applied to them — and regenerates them from scratch. This action cannot be undone, so it should only be used if the underlying data had significant errors and the invoices need to be rebuilt.

Reviewing Invoices and Adding Adjustments

Once invoices are generated, you can review each one and, if needed, apply manual adjustments to account for anything the system couldn’t — corrections, one-off charges, or credits.

  1. Go to the district record and click the Invoices tab. This lists every invoice generated for that district.
  2. Click an invoice to open it and review the full breakdown, including transportation costs, admin fees, and a route-by-route detail grouped by route type.
  3. Click Add Adjustment.
  4. Enter a Description explaining the adjustment, and an Amount.
  5. Click Add.

Note: A positive amount adds a charge to the invoice; a negative amount adds a credit. Use adjustments for anything out of the ordinary — a billing correction, a data entry error, or a cost the system wouldn’t otherwise account for.

Printing an Invoice

  1. From the open invoice, click the three-line menu in the top right.
  2. Select Print Invoice to download the invoice as a PDF.
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