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. Generation actually happens a set number of days before that date, based on your lead-time settings, so there's time to review the draft before it's sent. You'll also get an early heads-up email before generation happens, and a review-ready email once it has. You do not need to trigger invoice generation yourself, and you can optionally have the invoice sent automatically too, once you're comfortable with the results. See Automatic Invoicing, Lead Time, and Auto-Send: Full Guide for the full timeline.
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 — unless you turn on auto-send
When automatic collection runs, it creates draft invoices, exactly like a manual generation would. By default you still review and send each one yourself. If you'd rather not do that step, each enrolment has its own automatic sending option — turning it on means the invoice is emailed to the family on its own once its send date arrives, with no review step required from you. We recommend leaving this off until you've seen a few cycles of automatically generated invoices and are confident they're correct. See Automatic Invoicing, Lead Time, and Auto-Send: Full Guide.
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 | A set number of days ahead of the billing period (your lead time) |
| Drafts or sent? | Draft — you review before sending | Draft by default — you can turn on automatic sending per enrolment |
| Flexibility | High — any period, any time | Lower — locked to the billing schedule |
| Setup required | None — just generate when ready | Yes — set interval, anchor day, and lead time |
| Best for | Irregular schedules, terms, careful review, students that pay as they go | Regular 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.
Previous: How Your Lessons Are Counted · Next: Your Billing Cycle in Automatic Mode