Generating Monthly Invoices
Monthly invoices are generated through the Billing area using the same review and send flow as other billing types. In manual mode you run the generation yourself; in automatic mode the platform creates drafts on your an
How Monthly Invoice Generation Works
The invoice generator for monthly billing creates one invoice per student per billing month. The amount is taken directly from the student's billing contract — the system doesn't consult the lesson schedule.
When you generate, the system derives the billing month from the issue date. Each resulting draft shows the monthly rate and the billing period it covers.
If an enrolment has Show lesson dates on monthly invoices enabled, the draft and PDF also show the eligible scheduled dates under Lessons scheduled this month:. This helps families understand the month covered without changing the monthly amount or lesson count.
Manual Collection: Generating Invoices Yourself
If your enrolments are on manual collection, navigate to the Billing area when you're ready to invoice. The generation flow works as follows:
- Select billing type — choose Monthly (Flat Subscription) from the billing type options.
- Set your scope — choose whether to generate for individual enrolments, group enrolments, or both.
- Select recipients — the system shows students on monthly billing contracts who are due for a new invoice. Select all or choose specific students.
- Generate — the system creates draft invoices, one per student, at the contracted monthly rate.
- Review — enter review mode to check each draft. You can adjust amounts or due dates on individual drafts if needed before sending.
- Send — once satisfied with the drafts, send them. This delivers the invoices to families.
See Generating Invoices: The Review-and-Send Flow for a full walkthrough of the review mode interface.
Automatic Collection: Platform-Generated Drafts
If a student's contract is on automatic collection, the platform creates draft invoices on the schedule set by the anchor day — for example, on the 1st of each month.
When automatic collection runs, it creates drafts — not sent invoices. You still receive the drafts to review and send. Invoices are only delivered to families when you explicitly dispatch them.
Reviewing and Editing Drafts
Whether invoices were generated manually or automatically, the review step works the same way. In the draft review panel you can:
- Check the amount and billing period on each invoice
- Edit the amount or due date on individual drafts if the standard rate doesn't apply this period
- Delete drafts you don't want to send
- Send all or selected drafts to families
Drafts can sit in review as long as you need. The system will not allow a second draft invoice for the same student and billing month — if a draft already exists, running generation again for that student and period results in no change. To amend an existing draft, edit it directly from the review panel.
Sending the Invoice
When you send a draft, the platform delivers it to the student's family according to their notification preferences. If the student has billing access enabled in the Family Hub (for adult or older students), the invoice goes to them directly rather than to a parent. See Sending Invoices and Receipts.
What Happens After Sending
The invoice status moves from draft to sent. From this point, the normal payment and receipt flow applies:
- Families can view the invoice in the Family Hub
- If the student has a Stripe payment link enabled, they can pay online. See the Stripe guide
- You can record a manual payment at any time. See Recording a Payment
- If the invoice needs to be cancelled, see Voiding an Invoice
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