Billing Features Explained

A comprehensive look at invoicing, auto payments, payment plans, and more

Managing payments efficiently is crucial for any business, and Class Manager offers a robust suite of billing features to help you get paid faster while reducing administrative tasks. From automated invoicing to flexible payment plans, Class Manager's billing tools are designed to meet the needs of different business models, giving you the flexibility and control you need to manage your finances.

Here's an in-depth look at the key billing features in Class Manager and how they benefit your business:

Invoicing

Class Manager makes it easy to create and send professional invoices for classes, products, and additional fees. Whether you're billing for an entire term or individual sessions, the system lets you generate invoices in bulk or individually, saving time and ensuring accuracy.

🔑 Key Features:

• Bulk Invoicing: Generate and send invoices to multiple customers at once with just a few clicks, streamlining the process for term-based payments or large events.
• Customisable Templates: Create professional invoices with customisable templates that reflect your branding (e.g. logo and tax wording)
• Custom Invoices: Create invoices for occasional charges with ease.
• Invoice History: Track all invoices from creation to payment status, ensuring you have complete visibility over your transactions.
• Auto Invoicing: Automatically generate invoices for enrolments with upfront payments, recurring charges, paid trials, and online portal orders, reducing the need for manual input.

🏆 Benefits:

• Offers a clear, organised record of customer balances.
• Reduces manual billing tasks by automating the invoicing process.
• Easy Tracking and Reporting: Access detailed records and reports to monitor the status of invoices and manage financials effectively.

Auto Payments

For businesses looking to offer more convenience to customers, Class Manager allows you to set up automatic payments through Stripe or GoCardless. This ensures that payments are processed on time without customers having to manually complete each transaction.

🔑 Key Features:

• Stripe Integration: Customers can save their card details securely, and payments are automatically processed.
• GoCardless Integration: Direct debits can be set up for automatic payments, making it easier for customers to pay.

🏆 Benefits:

• Reduce Payment Delays: Automatic payments ensure you get paid on time, reducing the risk of overdue payments.
• Improved Customer Experience: Customers enjoy the convenience of hands-off payments without the need for manual transactions.
• Greater Flexibility: Allows you to control which invoices are eligible for automatic payments, giving you full flexibility (via Stripe).

Payment Plans

Class Manager's payment plan feature allows you to break down large invoices into smaller instalments, providing financial flexibility for customers. This is especially useful for term-based programs, events, or larger purchases.

🔑 Key Features:

• Custom Instalments: Set up payment plans with custom instalment amounts and dates to suit your business needs.
• Automatic Payments: Ensure that instalments are automatically deducted on the scheduled dates through Stripe or GoCardless.
• Plan Management: Easily track and manage all active payments from a central dashboard. Note that payment plans cannot be altered once active, so any changes require setting up a new plan.

🏆 Benefits:

• Increased Customer Accessibility: Allowing payments to be spread over time makes your services more affordable and accessible.
• Boosted Customer Retention: Flexible payment options encourage customers to commit to longer-term programs.
• Predictable Cash Flow: With payment plans in place, you have better visibility of future income, helping you manage your finances more effectively.

Partial Payments

Class Manager gives customers the option to make partial payments on an invoice, which is ideal for families or businesses where payments are made in instalments without a fixed structure like a payment plan.

🔑 Key Features:

• Flexible Payment Amounts: Customers can choose to pay part of an invoice and complete the payment later or spread out payments over time.
• Payment Tracking: Track partial payments within the system, ensuring transparency in customer balances and what's still owed.

🏆 Benefits:

• Better Customer Flexibility: Allowing partial payments encourages customers to stay enrolled without the burden of paying everything upfront or at a fixed schedule as with a payment plan.
• Improved Customer Retention: This feature reduces barriers for customers who may be hesitant to pay a large lump sum, making it easier for them to remain in your program.

Recurring Charges

For businesses offering ongoing services, such as memberships, Class Manager enables recurring charges. This feature allows you to charge customers a set amount on a regular basis, without the need to send new invoices each time.

🔑 Key Features:

• Flexible Charge Intervals: Set the frequency of charges, whether weekly, monthly or any other timeframe.
• No End Date Required: Recurring charges continue indefinitely until you manually disable them, giving you full control over the billing process.
• Automatic: Automatically process recurring payments through Stripe, ensuring hassle-free billing for ongoing services.

🏆 Benefits:

• Simplifies Billing for Ongoing Services: Perfect for memberships or continuous class enrolments where a consistent charge is required.
• Improves Cash Flow Stability: With regular payments coming in, you can rely on a steady stream of income.

Overdue Payment Management

Class Manager provides tools to help you stay on top of overdue payments, minimizing the risk of non-payment and improving your cash flow.

🔑 Key Features:

• Automated Payment Reminders: Send automated email reminders to customers who have overdue invoices, ensuring timely follow-up without manual intervention.
• Late Payment Fees: You can configure late payment fees to be automatically applied to overdue accounts, incentivising prompt payments.
• Overdue Reports: Generate reports that show all outstanding invoices and payment statuses, helping you keep track of your cash flow.

🏆 Benefits:

• Improves Collection Rates: Automated reminders and late fees help ensure that payments are collected on time.
• Saves Time: Reduce the administrative burden of manually chasing down overdue payments.

Credits

Class Manager's credit system allows you to issue credits to customers, which they can then use as a form of payment for future invoices. This feature is particularly useful when offering refunds, discounts, or compensations without direct monetary refunds.

🔑 Key Features:

• Issue Credits Manually: Easily assign credits to customer accounts via their profile, allowing you to manage refunds or incentives without direct refunds.
• Apply Credits to Invoices: Apply available credits towards outstanding or future invoices, reducing customer balance automatically.
• Credit Tracking: Track all issued credits and their usage history within the customer's profile and in reports, ensuring transparency and easy management.

🏆 Benefits:

• Simplifies Refunds and Discounts: Instead of issuing a cash refund, you can offer credits that customers can use for future payments, keeping revenue within your business.
• Boosts Customer Retention: Offering credits encourages customers to stay engaged with your business by applying their credits towards future purchases.
• Enhanced Financial Flexibility: The credit system provides a flexible way to manage customer payments and refunds, reducing the need for complex refund processes.

Packages

The packages feature in Class Manager allows you to bundle multiple classes into a single offering for your customers. This is ideal for providing flexible payment options or promoting multi-class enrolment at a fixed or discounted rate.

🔑 Key Features:

• Customisable Packages: Create packages that include specific classes or services, allowing you to offer tailored options for your customers.
• Tracking and Management: Track the remaining classes or sessions in a package, ensuring both you and the customer are aware of usage.

🏆 Benefits:

• Increased Sales Opportunities: Offering packages encourages customers to commit to multiple classes, increasing your overall revenue.
• Streamlined Administration: Automating the tracking of packages saves time on manual management and reduces errors.

 

Class Manager's powerful billing features provide you with the flexibility and automation needed to run your business smoothly. Whether you're handling large-term invoices, setting up payment plans, or collecting drop-in fees, the system has tools that cater to every type of billing scenario. By automating processes like invoicing, payments, and payment reminders, you can focus more on delivering excellent service and less on manual administrative tasks. ✨