Attendance Changes and Invoice Protection
Changing attendance is not blocked by invoice status. You can still update attendance on lessons even after an invoice has been sent or paid. Sent invoice charges are locked, although the due date can still be edited whi
Attendance vs Invoice Protection
In calendar-based billing, attendance and invoicing are related, but they are not the same thing.
- Attendance records what happened at the lesson.
- The invoice is the billing document that was sent to the family.
Changing attendance later does not mean the original sent invoice rewrites itself. The invoice remains part of your billing record, while the updated attendance becomes the current lesson record.
What This Means in Practice
| Invoice Status | What It Means for Attendance |
|---|---|
| Draft | Attendance can be changed freely. Because the invoice is still only a draft, the billing side can still be reviewed before anything is sent. |
| Sent | Attendance can still be changed. However, the sent invoice itself remains a sent billing document and is not rewritten. |
| Paid | Attendance can still be changed. However, the paid invoice remains part of the billing record and is not reopened or voided. |
For a full explanation of invoice statuses, see Invoice Statuses Explained.
What Is Actually Protected
The main protection is around the invoice and, in some cases, the lesson record itself.
- Sent invoice charges are locked, but the due date can still be changed while the invoice is sent or overdue.
- Paid invoices remain part of the settled billing history.
- Deleting a lesson that is already tied to invoicing may still be blocked until the billing side is dealt with appropriately.
This is different from changing attendance. Updating attendance is still allowed.
Correcting Attendance After Invoicing
If you discover that attendance was marked incorrectly after invoicing — for example, a lesson was marked one way and later needs to be changed — you can still update the attendance record.
If you also need to change the billing outcome, review the invoice separately and decide whether another billing action is needed. See Voiding an Invoice for the cases where voiding is appropriate.
Attendance Changes on Draft Invoices
If you change attendance while an invoice is still in draft, the system automatically keeps the invoice in sync. For example:
- If you mark a scheduled lesson as absent (non-billable), its invoice line is removed from the draft.
- If you later change it back to attended, the line is added back to the draft.
This dynamic behaviour is one of the key benefits of reviewing attendance before sending invoices — everything stays accurate right up until the moment you send.
Scheduler Changes and Invoiced Lessons
Lesson deletion is a separate issue from attendance editing. If a lesson is already linked to invoicing, the scheduler may notify you that the lesson cannot be deleted until the billing side has been handled appropriately.
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