What Is Term Billing?
Term billing lets you create one invoice per school term for each student. You define the term — its start and end dates — and the system calculates a suggested lesson count from those dates. You review and confirm the c
The Core Idea
Term billing is designed for studios that follow school term schedules and prefer to invoice once per term rather than monthly or per lesson. Instead of the system counting scheduled lessons or running on a calendar cycle, you work in terms: a defined period with a start date, an end date, and a total lesson count.
In the billing settings card, this billing model appears as Term / Semester (manual).
When you generate term invoices, you nominate a term definition (a named period with start and end dates). The system uses that period to calculate a suggested lesson count, which you review and can adjust. The invoice covers the whole term in one charge.
This model is well suited to:
- Studios that operate strictly on school term schedules
- Teachers who invoice once per term and prefer maximum control over what each invoice contains
- Studios where term lengths vary and per-month billing doesn't reflect the actual structure of lessons
Term Definitions
A term definition is a named record with a start date and end date — for example, "Term 1 2026 — 27 January to 11 April."
You can create term definitions in advance from the settings area, or create one on the fly when you generate invoices. Either approach works.
In the invoice generator, there is also an Add/Edit terms action so you can manage term definitions without leaving the flow.
How the System Calculates the Lesson Count
When you select a term, the system derives a suggested lesson count from the term length. It counts the number of weeks in the term (calculated from the number of days, rounded up to the nearest whole week, with a minimum of one week) and uses that as the default number of lessons to invoice for.
For example, a 10-week term would suggest 10 lessons. You review this figure before generating invoices and can adjust it — for instance, if there's a public holiday week mid-term that you don't bill for.
The suggested lesson count is a starting point, not a locked value. The actual count on each invoice is what you confirm during the review step.
When reviewing the invoices, you can also manually adjust the number of lessons that each student gets charged for the term. For example, while everyone else gets charged 9 lessons, all the Monday students might be charged 8 lessons due to a public holiday falling on a Monday during the term.
Manual Only
Term billing is manual-only. The platform does not create term invoices automatically. You generate them yourself at the start of each term (or whenever suits your workflow) using the Billing area. This means you have complete control over when invoices go out and what they contain.
You set this up from the student's billing area or the group's Billing tab, and the current billing-contract screen shows term billing as manual only.
There is no automatic collection mode for term billing.
How Term Billing Fits the Invoice Generation Flow
Term invoices are generated through the same Billing area used for all billing types. The process follows the standard review-and-send flow: navigate to Billing, select term billing, nominate the term, set or confirm the lesson count, choose the students to invoice, generate drafts, review, and send. See Generating Term Invoices for the full walkthrough.
For group enrolments, the billing contract is set at the group level, but each member still receives their own invoice.