An invoice is a list of lessons and extra items with a due date and a private pay link. Most invoices are created for you; you review a draft, send it, and the app chases it. This guide covers the invoice itself; Getting paid covers the money.
Where invoices come from
It depends on the student's billing choice (see Choose how a student is billed):
- Per lesson: the invoice is sent on the day, the moment you mark the lesson attended (or a no-show or late cancellation), or automatically that evening if treat unconfirmed lessons as attended is on in Settings. Due within 7 days by default.
- Monthly: on the first of the month a draft is created with last month's chargeable lessons. It waits on the home page under draft invoices to review until you send it. Due date is the issue date plus your payment terms (7 days by default).
- Termly: one invoice for the term is raised when you start the term, due the day before the first lesson. See The term invoice.
- Manual: you create every invoice.
Create an invoice yourself
Press Invoice on the home page or a student's page, or New invoice on the Invoices page. Choose the student, and their unbilled lessons appear ticked, with a running total. A lesson is unbilled once it is marked attended, no-show or late-cancelled and is not already on an invoice or part of a term. Untick any you want to leave for later, add up to three extra items, and press Create draft. Nothing is sent yet.
Review a draft
A draft is fully editable: add or remove lines, change the issue and due dates, and write a Note to student that appears on the invoice. Removing a lesson line returns that lesson to the unbilled pile. Delete draft throws the draft away without affecting the lessons.
Send an invoice
Send to [student] emails and texts the invoice according to the contact details on file, and the button says exactly where it will go. If the student has neither, the invoice is marked as sent and you share the Pay link yourself. Once sent, the invoice lines are fixed; the note can still be edited.
What the student sees
The student opens a private page showing your name (or business name), the lines and total, the due date, your note, a Pay by card button when Stripe is connected, and your Other ways to pay text with the invoice number to quote as a reference. They can also tell you they have paid by cash or bank transfer, and add their lessons to their calendar. What they see is described from their side in Paying an invoice.
The page is reachable only by its unguessable link. It carries no login, so a parent can open it from a text message on any phone.
Payment reminders
Reminders for unpaid invoices are automatic. The schedule in Settings is a list of days after the due date: the default 0, 7, 14 means a reminder on the due date, a week later and two weeks later. Choose email, text, or both. Term invoices use their own schedule, counted before the term starts (14, 7 and 1 days by default).
Reminders stop when an invoice is paid or voided, and pause while a student's reported cash or transfer payment is waiting for you to confirm. You can also press Send reminder on any sent invoice at any time. Every reminder is listed in the invoice's History.
Resend an invoice
Resend invoice sends the original invoice message again, for example after you add a student's email address. It does not change the dates or the amount.
Void an invoice
A sent invoice that should never have gone out is voided: the student's link shows it as cancelled, reminders stop, and its lessons become available to invoice again. Voiding is for unpaid invoices; a paid invoice stays as a record. Voided invoices keep their number, so numbering stays continuous.
Invoice numbers
Invoice numbers count up from 1 per teacher and are never reused. If you need a different starting number for continuity with older paperwork, email us.