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Invoice Process for NSW Government Schools

Invoices for Mathspace to NSW Government schools are paid by the NSW Department of Education. We can now send these invoices directly to the NSW Department of Education, rather than the schools. By doing this, we decrease processing time and increase the likelihood that the invoice will be paid on time. NSW schools may only purchase Mathspace via UniMarket.

 
Support Process for Purchase Orders from EdBuy:
  1. Create an invoice task in HubSpot for the company, add the PO, and then close the Intercom conversation.
  2. Create the invoice in Xero based on the P.O. details, and upload the invoice to EdBuy/Unimarket.
  3. If the P.O. in Intercom includes the word "Paid":
    • Create the invoice in Xero (no need to upload it to EdBuy/Unimarket).
    • Download the PDF copy of the invoice.
    • Go to the ‘Attachments’ section in HubSpot, attach the invoice, and record the details in the line items as usual.
  4. Once payment is posted, Stripe payments will automatically mark the invoice as paid in Xero. For other payments, manually mark the invoice as paid in Xero and record the payment date in HubSpot. Update the subscription end date of the school in Admin if needed.
PCard - department-issued credit card used by some NSW schools to purchase Mathspace from Unimarket.