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How to Create and Customize the Fee Statement

Function Description


The Fee Statement is a PDF document that certifies the amounts a family has paid to the institution in a given year. It is generated for the individual student based on the accounting documents (invoices, receipts, pro-forma) present in their profile and is meant to be delivered to the parent/account holder, who generally uses it for tax purposes (for example, for deducting attendance expenses).


With the latest update, the function has been enhanced and now allows you to:


  • fully customize the text of the statement (by inserting dynamic variables);
  • filter the products to include in the statement (for example, counting only the fee and excluding other services);
  • filter by payment status of the invoice;
  • exclude individual invoices from the total amount calculation.



Note: the Fee Statement does not replace and does not constitute tax advice. For the use of the document for income tax purposes, families are advised to consult their accountant or CAF.



Important Prerequisite


This function can be used ONLY if you issue invoices/receipts with Easy.School.


The statement calculates the amounts by reading them from the accounting documents created in the management system: if invoicing is managed with another program, the function has no data to work with.



Where to Find It


The function is used in two areas, both in the coordinator side (light blue menu):


  • Creating the statement: Student profile → Invoices section → Create Statement (PDF) button
  • Customizing the text: Administration → Settings → Statement




Part 1 – Creating the Statement for a Student


Step 1 – Open the Student Profile


  1. Log in to the management system with a coordinator account.
  2. In the left menu, click on "Students".
  3. Locate the desired student and click on their name to open their profile.



Step 2 – Open the Invoices Section


In the student profile, there is a dropdown menu at the top that allows you to navigate between the various sections of the profile.


  • Select the "Invoices" section.
  • If the item is not already displayed, click on the arrow of the dropdown menu (next to the yellow warning icon) to see the other sections and choose "Invoices".



Step 3 – Start the Creation


In the Invoices section, at the top right, you will find some buttons (Back and some document-shaped icons).


  • Click on the "Create Statement (PDF)" button (document-shaped icon; the name appears as a tooltip when hovering over it).
  • A statement configuration window will open.



Step 4 – Set the Filters


In the window, you will find a series of filters that determine which documents will be considered. Fill them out from top to bottom:


  • Year (required field, marked with an asterisk) Select the reference year of the statement. It is the main filter: it defines the annuality of the documents to be counted.
  • Document Type Default setting: All. Allows you to consider only one type of document (for example, only Invoices, only Receipts, or only Pro-forma).
  • Products Default setting: All products. Allows you to include only certain products in the count (for example, only the fee, excluding meals, materials, or other services).
  • Payment Methods Default setting: All payment methods. Allows you to consider only documents with a specific payment method (for example, only bank transfers or only bank slips).
  • Payment Status Default setting: All. Allows you to filter documents based on their payment status (for example, only those already paid or only those To Be Paid).



How the filters work: each filter narrows the list of documents that appears in the "Documents to Include" section further down. By modifying a filter, the list updates accordingly.


Step 5 – Select the Documents to Include


Below the filters, the "Documents to Include" section shows the list of documents that match the set filters. For each document, the following are indicated:


  • Date
  • Number
  • Document Type
  • Amount
  • Payment Status
  • Payment Method



On the left of each row, there is a checkbox:


  • The checkbox in the table header selects/deselects all documents at once.
  • By unchecking a single row, you exclude that document from the total amount of the statement. This is how you can exclude a specific invoice from the total while counting all other documents.



Step 6 – Set the Final Options


At the bottom of the window, you will find three switches (default off):


  • Only Collected (payments recorded with date in the selected year) If active, only payments actually recorded (collected) with a date within the selected year are considered in the count, regardless of the document date. Useful when the amount to declare must correspond to what has actually been paid by the family in the year.
  • Use Stamp If active, the stamp will be applied to the document instead of the signature (at the point where the Signature or Stamp variable is inserted).
  • Save a copy in documents If active, a copy of the generated statement is automatically archived in the student's documents section.



Tip: to obtain a statement that reports only the amounts actually paid, set the Payment Status filter to already paid documents and/or activate the Only Collected switch. Otherwise, the total also includes any documents not yet settled (for example, pro-forma "To Be Paid").


Step 7 – Generate the Statement


After setting filters, document selection, and options, click the green button at the bottom to generate the statement in PDF.


The document is produced using the custom text (see Part 2) and reports the total amount calculated based on the selected documents and chosen options.



Part 2 – Customize the Text of the Statement


The text of the statement is unique to the institution and is set only once: it will then be used for all statements generated from student profiles.


Step 1 – Open the Settings


  1. In the left menu (coordinator side), click on "Administration" to expand the submenu.
  2. Click on "Settings".
  3. At the top, using the dropdown menu, select the item "Statement". If you don’t see it, click on the arrow of the dropdown menu to view the other settings and choose "Statement".



Step 2 – Modify the Text


In the "Custom Statement Text" box, you will find a text editor with a formatting toolbar (bold, italic, underline, lists, alignment, font type, etc.).


  • Write and format the text of the statement freely.
  • You can set the header, body, regulatory references, and closing formulas according to your institution's needs.



Step 3 – Insert the Variables


Below the editor, in the "Variables" section, you will find a series of buttons grouped by category.


  • Position the cursor at the point in the text where you want to insert a dynamic data.
  • Click on the button of the desired variable: a placeholder (for example {student.name} for the student's name) will be inserted into the text.
  • At the time of PDF generation, each placeholder is automatically replaced with the actual data (of the student, account holder, school, registry, or calculation).



The complete list of available variables is provided later in this guide.


Step 4 – Check with the Preview


At the top of the box, there are two preview buttons:


  • Preview with Signature – shows how the document will appear with the signature.
  • Preview with Stamp – shows how the document will appear with the stamp.



Use them to check the layout and verify that the variables are positioned correctly before using the statement.


Step 5 – Reset and Save


  • The "Reset" button restores the text to the default version (useful if you want to start over from the standard template). Warning: it resets any unsaved/customizations you do not have a copy of.
  • When finished, click "Save" at the top right to store the custom text.




The Available Variables


The variables are inserted by clicking on the corresponding button in the Variables section of Settings. Below is the list grouped as it appears on screen.


Student and Parent


Student Name, Student Surname, Student Tax Code, Place of Birth, Date of Birth, Student Section, Student Address, Student ZIP Code, Student City, Account Holder Name, Account Holder Surname, Account Holder Tax Code, Account Holder PEC, Account Holder SDI Code, Account Holder Address, Account Holder ZIP Code, Account Holder City.


The student data comes from the student profile; the account holder data is that of the person to whom the accounting documents are addressed (the student themselves or a relative).


School


Name, School Logo, Address, ZIP Code, City, Province, Country, Full Address, VAT Number, PEC, Email, Phone.


Registry Data


Legal Representative, Company Name, Tax Code, VAT Number, REA Code, Email, Address, ZIP Code, City, Province, Country, Full Address.


The Registry Data is that entered in Administration → Settings → Registry Data (the same used for invoicing).


Details


  • Year – the reference year selected at the time of creation.
  • Short Date – the date in short format (e.g., dd/mm/yyyy).
  • Extended Date – the date in extended format.
  • Total – the total amount calculated based on the selected documents and chosen options.
  • Total in Words – the total amount written in words.
  • Signature or Stamp – the point where the signature or the stamp is applied (based on the "Use Stamp" option chosen during creation).




Summary


WhatWhere to FindRequired ProfileCreate the statement for a studentStudent profile → Invoices section → Create Statement (PDF)CoordinatorCustomize the text and variablesAdministration → Settings → StatementCoordinator



Frequently Asked Questions


Can I use the function if I do not issue invoices with Easy.School? No. The statement calculates the amounts based on the accounting documents created in the management system. It is therefore necessary to issue invoices/receipts with Easy.School.


Is the statement unique for all students or does it need to be done for each one? It is generated for each individual student, from their profile. The custom text, however, is unique to the institution and applies to all statements.


How do I exclude a single invoice from the total? In the creation window, in the "Documents to Include" section, uncheck the checkbox for the row of the invoice you want to exclude: its amount will not be counted in the total.


How do I count only the fee and exclude other services (meals, materials, etc.)? Use the "Products" filter in the creation window and select only the product(s) you want to include.


What is the difference between the "Year" filter and the "Only Collected" option? The Year filter selects documents based on the reference year. The "Only Collected" option, if active, considers only payments actually recorded (collected) with a date within the selected year, regardless of the document date.


Where does the copy of the statement go if I activate "Save a copy in documents"? It is automatically archived in the student's documents section.


How do I get the signature or stamp on the document? The signature is inserted where the "Signature or Stamp" variable is present. To use the stamp instead of the signature, activate the "Use Stamp" option during creation. You can check both versions with the "Preview with Signature" and "Preview with Stamp" buttons in Settings.


I accidentally modified the text: how do I return to the standard template? In the Statement Settings, click on "Reset" to restore the default text, then click on "Save".


What is the statement used for tax purposes? The document certifies the amounts paid by the family and is generally used by the parent for tax purposes. For specific tax aspects, families are advised to consult their accountant or CAF.

Updated on: 22/07/2026

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