Put your billing on autopilot.
For you. And your students.
Invoices that generate themselves, on schedule, and land in a family's inbox without you lifting a finger — with a review window built in, so you're never surprised by what goes out.
For you
No more remembering to invoice every month, or blocking out an afternoon at the start of each term. Octavia watches your contracts and your calendar, and hands you a reviewed draft right on time.
For your students
Consistent, on-time invoices with plenty of notice before they're due — not a scramble the week lessons start, and not a forgotten invoice three weeks late.
Two levels of automation
You decide how hands-off it gets
Turning on automatic collection for an enrolment doesn't automatically mean invoices go out without you seeing them. There are two independent settings.
Auto-generate, manual review
The default for every new automatic contract
Octavia creates the draft invoice for you, on schedule. It stops there — you still review it and click Send yourself, exactly as you would for a manually generated invoice. Nothing reaches a family without you looking at it first.
Auto-generate and auto-send
Fully automatic, opt in per student
Turn on "Automatically send once generated" for an enrolment, and the invoice is emailed to the family the moment its send date arrives — same email, same payment link, no review step from you at all.
Try it yourself
You decide how much time you (and your families) need
Every automatic contract counts backwards from the billing period's own start date using three settings that stack together. Drag the sliders — or the dots on the timeline itself — to see how they interact.
24 days total, counted backwards from a billing period starting 1 September
Day -24
Heads-up email
A single reminder email, so you can check your student list and schedule before anything is created.
Day -17
Draft generated
The draft invoice is created and waits in your Invoices page for you to review.
Day -14
Invoice sent
The invoice reaches the family — either you click Send, or it goes automatically if auto-send is on.
Day 0
Billing period starts
The date the invoice is actually for — the point every other setting counts backwards from.
Same timeline, small differences
How each billing model handles automatic generation
The heads-up / review / lead-time timeline above is the same for every mode that supports automation. What differs mode to mode is how you set the schedule, how the amount gets decided, and what to do if something changes after an invoice has already gone out.
Calendar-Based Billing
You choose how often invoices go out (say, monthly) and which day each billing period starts (for example, the first of the month).
All you need to do is keep your lesson calendar up to date in time for the next billing period. Octavia will send you a ‘heads up’ that it is going to generate your invoices soon, and you’ll have that time to update any students or lessons that you need to. Once you’ve done that, all you have to do is sit back and let the system generate the invoices. And send them too if you choose.
If you add a lesson to a period after its invoice has already gone out, no problem. You can either void the automated invoice and regenerate it to pick up the new lesson, or simply leave it as is and raise a separate invoice for just the extra lesson.
Flat Subscription (Monthly)
You choose how often you bill (monthly, every two months, or any interval that suits you) and which day each period starts. The amount is never based on lesson count — it's the flat price set on the lesson type, charged every period on schedule. That’s it - the invoices will start going out by themselves.
Need to skip a period for one family, a term off, say? Waive that period and no invoice is created for it; billing carries on normally from the next one.
Term / Semester Billing
Once you’ve set up your term dates and turned a student onto auto term billing, Octavia looks ahead at the term dates you've entered, and generates the invoices for whichever term is coming up next according to your lead-time settings.
There's no monthly cycle to think about — just keep your terms set up in advance and each one is picked up as it arrives, automatically billing for the number of weeks you’ve said the term has.
Lesson Packs
Packs sit outside this schedule entirely. Nothing is generated automatically on a date — you create and sell a pack whenever you're ready, and its credits are simply drawn down one at a time as the student attends. The only thing to keep an eye on is selling the next pack before the current one runs out.
Automation never locks you out
You can generate an invoice manually for an automatic student at any time — to fix something, catch up a backlog immediately, or handle a one-off. It's always safe: none of the billing modes will ever bill the same period or lesson twice, however it was generated.
Autopay
Auto-generate and auto-send already take an invoice all the way to a family's inbox without you touching it. Autopay is the last mile: automatically charging the card a family has already saved with your studio the moment an eligible invoice is sent — so payment happens without them lifting a finger either.
Frequently Asked Questions
Let Octavia take the next invoice off your plate.
Start your free trial today — automatic invoicing is included on Pro Teacher and Studio plans.