Knowledge Base

The Generation Flow

Term invoices are generated through the same Billing area used for all billing types. Navigate to Billing and follow these steps:

1. Select billing type — choose Term billing from the billing type options.
2. Select the term — choose from your saved term definitions, or create a new one if needed. The generator also includes Add/Edit terms and Edit lesson prices actions on this screen. The system uses the term's start and end dates to calculate the suggested lesson count.
3. Set your scope — choose whether to generate for individual enrolments, group enrolments, or both. Invoices are still created per student, even when group charges are included.
4. Select recipients — the system shows students or groups whose billing contract is set to term billing. Use search if needed, and use the visible select/clear actions to build your batch. Students on automatic collection aren't shown here by default — turn on Include students on auto mode if you need to manually invoice one of them.
5. Generate — the system creates draft invoices, one per student. Each draft shows the term period, the lesson count, the per-lesson rate from the enrolment, and the calculated total.
6. Review — enter review mode to check each draft. You can edit amounts, lesson counts, or due dates on individual drafts before sending.
7. Send — once you're 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.

The Suggested Lesson Count

The system derives the lesson count by counting the number of weeks the term spans (days divided by 7, rounded up to the nearest whole week, with a minimum of one). This represents the maximum number of weekly lessons that could occur in the term.

The selected term supplies the suggested lesson count automatically. You should review this figure and adjust individual drafts if needed. Common reasons to change it:

• A public holiday falls during the term and you don't bill for that week
• A student starts mid-term and shouldn't be charged for the full term
• Your studio takes a break during the term that the calendar doesn't reflect

If no billing terms exist yet, the billing-period selector stays unavailable until you add one.

How Term Invoices Are Calculated

The total on each term invoice is:

Lesson count × per-lesson rate = term total

The per-lesson rate comes from the lesson type on the student's enrolment. This is the same rate used across other billing models. If you need to charge a different amount for a specific student's term, you can edit the draft before sending.

If a selected lesson type is missing its lesson price, the generator shows a warning and prompts you to update prices before continuing.

Group Term Invoices

Term invoice generation for groups works the same way as for individuals. Select groups (or both) in the scope step. The system surfaces groups whose billing contract is set to term billing. Each group member receives their own invoice based on the group's lesson type and rate.

If no students or groups match the selected billing model, the generator shows an empty state instead of creating drafts.

Automatic Term Billing

If a term contract is set to automatic collection, you don't need to run any of the steps above yourself. The platform checks your saved term definitions and generates the invoice ahead of each term's start date, based on your lead-time settings — the same generate/send timeline described in Automatic Invoicing, Lead Time, and Auto-Send: Full Guide. You'll get a heads-up email in advance and a review-ready email once it's generated, and can optionally turn on automatic sending too.

This only works for terms you've already created in Settings — automatic generation has nothing to pick up if no upcoming term exists yet. If you switch a contract to automatic partway through a term, the system starts from the next term, not the one already underway.

Re-running Generation

The system will not allow a second draft invoice for the same student and term — if a draft already exists for a student in the selected term, running generation again for that student results in no change. To amend an existing draft, edit it directly from the review panel.

You can generate in batches for the same term without issue: if you generate for some students first and come back later to generate for additional students in the same term, only the new students will receive drafts. Those who already have a draft for that term will be skipped.

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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