Knowledge Base

Billing Effects by Model

Calendar-Based Billing

Attendance has no direct effect on invoicing. Invoices under calendar-based billing are generated from the lesson schedule — lessons that fall within a billing period are counted and charged, regardless of whether the student attended.

If a student is absent but the lesson was scheduled, it is still counted in the billing period. Your attendance policy (whether to issue a makeup, provide a credit note, etc.) is separate from the invoicing question.

The one exception is lesson-pack credit consumption: if a student is on calendar-based billing but also has a lesson pack covering a particular lesson type, a billable attendance status will consume a credit from the pack. Non-billable status will not.

Lesson-Pack Billing

Attendance is directly linked to credit consumption. When you mark attendance with a billable status:

• The system selects the oldest applicable lesson-pack credit (FIFO)
• That credit is consumed and linked to the lesson participant record
• The credit is no longer available for other lessons

When you mark a non-billable status (or leave attendance unmarked):

• No credit is consumed
• The pack balance is unaffected

This is how the system knows to charge for lessons that were actually attended rather than simply scheduled.

PAYG (Pay As You Go) Billing

Attendance drives invoice generation. Marking a billable status causes the system to create or update a draft invoice for that lesson:

• If no draft exists for the student yet, a new draft is created with the lesson as a line item
• If a draft already exists, the lesson is added as a new line item to the existing draft

Marking a non-billable status reverses this:

• If a draft invoice line exists for this lesson, it is removed from the draft

Unmarked attendance has no billing effect — a PAYG student is not charged for a lesson until attendance is explicitly marked as billable.

Monthly (Flat) Billing

Attendance has no effect on invoicing. Monthly invoices are generated for a flat amount for the billing month, independent of the lesson schedule or attendance records.

Lesson-pack credit consumption still applies if the student also has an active pack covering a lesson type.

Term Billing

Attendance has no effect on invoicing. Term invoices are generated for a fixed number of lessons at the start of the term, and attendance does not change what was charged.

As with monthly billing, lesson-pack credit consumption still applies if a pack is in use alongside a term contract.

Billing Protection When Attendance Changes

When you change or clear an attendance record after the fact, the system applies billing protection rules based on the state of any linked invoice:

Draft invoice — the invoice can be reconciled. Changing a status that removes a billable line (e.g., switching from billable to non-billable under PAYG) will update the draft. The draft can be edited before sending.

Sent invoice — the invoice's charges cannot be automatically changed. You must void the invoice first, then correct the attendance record, then regenerate or manually amend. The due date can still be edited separately while the invoice is sent or overdue. See Voiding an Invoice.

Paid invoice — you cannot change attendance in a way that would affect the invoice. The record is locked.

For lesson-pack billing specifically: clearing a billable attendance status restores the consumed credit to the pack. The credit becomes available again and the lesson is unlinked from the pack record. See Correcting Lesson Pack Billing.

Summary Table

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