Manual vs Automatic Invoice Collection
Calendar based billing has two collection modes: manual (you generate invoices yourself when you are ready) and automatic (the platform creates draft invoices on a set schedule without you having to do anything). Automat
What Is Collection Mode?
Collection mode controls who initiates invoice generation. It does not affect the invoice amount, the billing period, or how the invoice is sent — it only controls whether invoices are created on a schedule automatically, or on demand when you choose.
Manual Collection Mode
In manual mode, invoices are never created automatically. You go to the invoice generation page when you are ready, select the students and billing period, and generate the invoices yourself. You have full control over timing.
When to use manual mode
- Your billing schedule is irregular — for example, you invoice at the start of school terms, which have different lengths, rather than monthly.
- You want to review the schedule before invoices are created.
- You prefer a hands-on approach and want to check every invoice before it is sent.
- You are just getting started and want to understand the billing workflow before automating it.
How it works in practice
When you are ready to invoice, navigate to the invoice generation section of the platform. Select the date range for the billing period, preview the lessons that will be included, and confirm invoice creation. Draft invoices are created, which you can then review and send.
Automatic Collection Mode
In automatic mode, the platform creates draft invoices on a recurring schedule — for example, on the 1st of every month, or every two months on a specific anchor date. You do not need to trigger invoice generation yourself.
When to use automatic mode
- You bill all students on the same monthly schedule and want to save time.
- You have a large number of students and manual invoice generation is time-consuming.
- You want consistency — invoices always go out on the same date each period.
Important: automatic mode creates drafts, not sent invoices
When automatic collection runs, it creates draft invoices — not invoices that are immediately sent to families. You still have the opportunity to review each draft before sending. Invoices are only sent when you explicitly dispatch them.
Comparing Manual and Automatic Collection
| Feature | Manual | Automatic |
|---|---|---|
| Who creates invoices? | You, when you choose | The platform, on a schedule you set |
| Invoice timing | Whenever you are ready | Fixed billing cycle (e.g. 1st of month) |
| Drafts or sent? | Draft — you review before sending | Draft — you still review before sending |
| Flexibility | High — any period, any time | Lower — locked to the billing schedule |
| Setup required | None — just generate when ready | Yes — set interval and anchor day |
| Best for | Irregular schedules, terms, careful review | Regular monthly billing, high student volume |
Can I Change Collection Mode Later?
Yes. You can switch between manual and automatic collection at any time by editing the student's billing contract. Changing the collection mode does not affect existing invoices — it only affects how future invoices are created.
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