Know what you're owed.Spend less time collecting it.
Invoicing shouldn't mean working through every session and family from scratch. Your invoices need to reflect the sessions you taught, the arrangements you've agreed and any cancellations along the way.
We bring your booked sessions into your monthly invoices, so you can review what's being charged before it's sent. Families can pay through their own portal, and payments are matched to the right invoices.
Review invoices before they go out.
Your Invoices to send list shows each family, what they’re being charged and why. Review the lines, approve the invoice or leave it out for the month with a reason.
You can approve invoices family by family or approve them all together after checking the count and total. Before invoice day, they're only a preview. Nothing can be issued yet.
You can also choose to send invoices automatically from invoice day. This is off by default, and invoices needing your review still wait for you.
Let your sessions form the invoice.
Each invoice line belongs to a named child. A family sees only charges for its own child, even when children share a Buddy or Small group session.
If a session is added after invoicing, it goes on the next invoice rather than being billed twice. Family cancellations remain chargeable, while sessions you cancel aren't charged.
You can issue one invoice per family, with a subtotal for each child, or set separate invoices per child for a family. Choose whether to bill before or after the month being covered.
Give families a straightforward way to pay.
Each invoice is emailed as a PDF and links to the family's own portal. Families pay there using the payment options available for their arrangement.
Pay-as-you-go families pay by card. Families on annual plans can choose Direct Debit for their instalments. Payments are matched to invoices automatically.
Cash, cheques and bank transfers can also be recorded manually by marking an invoice as paid and recording how and when the money arrived.
Families pay into your own Stripe account. We don't hold the money or take a cut of it. Stripe's fees are yours, and they're recorded for your accountant.
Reminders without the repeated chasing.
Overdue reminders are sent by default 3, 7 and 14 days after an invoice's due date, then stop. You can pause or resume reminders for any family.
Your dashboard also shows families whose invoices are more than 14 days overdue. We don't charge late fees.
Plan tuition across the academic year.
For a child on an annual plan, we draft a payment schedule from the sessions already booked, with school holidays skipped. The plan spreads payments into equal monthly amounts, with any rounding on the last payment. By default, there's no payment in August.
You can see whether a family is ahead of or behind the sessions taught, and the family can see this too. Recalculate a plan, end it or set up next year's plans when needed.
Ten equal payments. There is no August payment, and the year totals £1,575.00 exactly.
Your questions, answered.
- Can families pay by Direct Debit for every invoice?
- No. Pay-as-you-go families pay by card. Direct Debit is available for annual plans, with the family choosing their payment method for the first instalment.
- Can I edit an invoice after issuing it?
- Issued invoices can't be edited. You can correct the position with a credit note, adjust the family balance, refund a payment or void an eligible unpaid invoice before its due date.
- Can I charge for materials or use different rates for different students?
- The invoicing system currently charges for sessions. It doesn't support separate charges for materials or different rates for different students.
- What happens before I connect Stripe?
- You can use the other parts of the practice, but families can't pay and invoices can't be sent until your Stripe account is linked.
Know where your invoices stand.
Review session charges, collect payments and see which families still owe you money.
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