Invoice Backup Report — Purpose and Overview
The Invoice Backup report provides a complete, date-driven list of delegates whose training begins within a selected period. It is designed to answer queries about delegate-level spend, attendance, outcomes, and invoice linkage by consolidating booking and billing details into a single view.
At a glance: Use this report to confirm what was invoiced for each delegate, verify attendance and results, and quickly navigate to the originating invoice for financial reconciliation or customer queries.
To Note: This report is not enabled by default for admins, open a support ticket and we can install for you.
Key Use Cases
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Finance teams validating billed amounts against attendance and outcomes.
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Customer service responding to client questions about training spend per delegate.
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Administrators auditing cancellations, notes, and invoice references for dispute resolution.
How Delegates Are Listed
The report lists all delegates by the start date of their training. When you filter by a date range, the report includes every delegate whose course start date falls within that range—regardless of invoice date—so you can reconcile what happened in training during that time window.
Sorting tip: Sort by Training Start Date to review sessions chronologically. Apply secondary sorting (e.g., by Course Title or Customer) to analyze spend patterns.
Report Fields and Definitions
The following columns commonly appear in the Invoice Backup report. Field names may vary slightly depending on your configuration.
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Training Start Date: The course start date used to include the delegate in the report.
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Course/Session: The course name and, where applicable, the specific session identifier.
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Customer/Account: The paying organization or individual associated with the booking.
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Delegate Name: The attendee enrolled on the training.
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Attendance Status: Recorded attendance outcome (e.g., Attended, No-show, Cancelled).
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Result Status: Assessment or completion result (e.g., Passed, Failed, Incomplete). When available, a quick link may open the result record or summary.
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Invoice Number: A link back to the invoice generated by the system at the time of billing. Selecting this opens the invoice document for audit or reissue.
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Amount per Place: The per-delegate cost used for billing and spend analysis. For private training bookings, this amount is calculated (see Pricing Logic below).
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Notes: Operational notes, including cancellation notes entered by admins. This is especially useful where a delegate was cancelled but no credit note was applied.
Pricing Logic and Private Training
Important billing rule for private training: CourseCo does not apply a per-person charge for private-style bookings. Instead, the total booking price is divided equally by the number of delegates on the booking to derive the Amount per Place.
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Public/Open Courses: Amount per Place is typically the list price (minus discounts) per delegate.
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Private/Closed Courses: Amount per Place = Total private booking fee ÷ Number of delegates attached to the booking at the time of invoicing.
Notes and Cancellations
The Notes column automatically displays the cancellation note when a delegate is cancelled. This ensures admins have critical context, even if no credit note was issued. Typical scenarios:
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Admin cancels a delegate close to the session start; policy prevents credits. The cancellation reason is preserved in Notes for audit transparency.
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Customer substitutes a delegate; the note documents the change while billing remains unchanged.
Best practice: Always enter a clear, concise cancellation reason (e.g., “Client cancelled within 24h window; no credit issued”) to streamline future finance queries.
Navigating and Running the Report
Filters
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Date range (by Training Start Date): Core filter determining inclusion.
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Course/Session: Narrow to one or more courses.
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Customer/Account: Focus on a specific client for spend queries.
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Status filters: Attendance and/or Result Status to isolate cohorts (e.g., only Attended and Passed).