My Studio Tracker keeps track of who has paid and who has not, whichever way the money arrives. Card payments are recorded by themselves; anything else is a quick confirmation from you.
The ways a student can pay
| Method | How it is recorded | Cost |
|---|---|---|
| Card, Apple Pay, Google Pay | Automatically, the moment Stripe confirms it. | Stripe's processing fee. |
| Bank transfer | The student reports it from the pay page, or you record it. | Free. |
| Cash | Same as bank transfer. | Free. |
Card payments
With Stripe connected, every pay page has a Pay by card button. The student pays on Stripe's secure checkout page (cards, Apple Pay and Google Pay), the invoice is marked paid within seconds, and the money is paid out to your bank by Stripe. Setting this up, fees and payouts are all in Card payments with Stripe.
Bank transfer and cash
Put your bank details, or anything else about how to pay, in Other ways to pay in Settings. It appears on every invoice with the invoice number to quote as the reference, which makes transfers easy to match on your bank statement.
A student says they have paid
A student who pays by transfer or cash can press I've paid this on the pay page and say how much and when. You then see [Student] says they paid… on the invoice and in the home page's to-do list, and reminders pause. Check your bank or your pocket and press Confirm received (the invoice is marked paid, or part paid) or Not received (reminders resume). The student can see on the pay page whether their report is still waiting.
Record a payment yourself
On any sent invoice, Record a payment lets you enter an amount, the method (bank transfer, cash, card taken some other way, or other) and an optional reference such as the bank reference. Leave the amount blank to record the full balance. This is the right place for a transfer you spotted before the student reported it.
Part payments
Enter a smaller amount to record a part payment; the invoice shows Part paid with the remaining balance, and reminders and the pay page ask only for what is left. Students paying a term invoice by card can also choose to pay part of it from the pay page. Every payment is listed in the invoice's History.
Overdue invoices and chasing
An invoice is overdue the day after its due date. The home page shows the overdue total, the Needs chasing list with how late each one is and when it was last reminded, and the Invoices page has an Overdue filter. Automatic reminders follow your schedule (see Payment reminders); Send reminder sends one now. If a debt is written off, void the invoice so it stops being counted.