Invoices
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      1. Knowledge Base Class Manager
      2. Invoices

      Monthly Billing

      Want to charge customers every month? Find out how below!

      This article will explain setting up your account so you will be able to send out invoices on a monthly basis. 

      Class Manager offer different solutions for achieving monthly payments.

      1. Monthly Invoices

      Works with all payment methods.

      You can create monthly invoices by setting up your seasons one calendar month at a time, with the class prices reflecting the monthly cost. Each month, you send out invoices, which can be scheduled in advance as far ahead as needed by cloning the season. 

      1. Create your season by going to Classes > Create Season.
      2. Give your Season a name, for example, '23/24 Season - October Payment'
      3. Set the start and end date for your season - this will be the Billing Period (For example 1st October - 31st October)
      4. Create your Classes - you can find out how to do this here
      5. Enrol students into the correct classes. 
      6. Invoice Customers. For help on this click here.

      💡 Ready to get next month organised?

      To create next month go to:

      1. Classes > View All
      2. Select Season
      3. Clone Season
      4. Create a new name, date and tick which classes and packages you would like to include.
        You can also choose whether to clone lessons, students and waiting list as well

      💡 When you clone your season you want to ensure you select an appropriate name, usually good to copy the previous season name and change the month.


      📝 You can create all your seasons in advance or as you go. If you create them in advanced, please note to always use the 'invoice season' option to invoice your customers and not the 'generate invoices' option within Billing (as this will generate an invoice for everything the customer is attached to). 

      2. Extended invoices with Payment Plans

      Works with all payment methods.

      For longer seasons (e.g. 3 months or a year), you can generate a single invoice and create payment plans with monthly instalments.  To begin:

      1. Create your season by going to Classes > Create Season.
      2. Give your Season a name, for example, 'Term 4 2023".
      3. Set the start and end date for your season - this will be the Billing Period (For example 1st September - 31st December, or 1st January to 31st December)
      4. Create your classes, enrol students, and generate invoices for the season. Set the due date to the date of the final instalment. This prevents automatic payment reminders (if enabled) from being triggered which could confuse customers.
      5. After that, create a payment plan with the desired number of instalments and end date - you can find out how to do this here ➡️ Payment Plans - Introduction.

      📝 Keep in mind that payment plans cannot be modified once they are active. To make changes, you will need to cancel and modify the original invoice, deactivate the existing payment plan, and then set up a new one.

      Additionally, if you're using card payments via Stripe or direct debit via GoCardless for payment plans, make sure the correct payment settings are configured in the customer profile to ensure automatic instalment payments instead of the full invoice amount being charged at one. This is all explained in detail in the Payment Plans - Introduction article linked above.

      3. Recurring Charges

      Works only with card payments (Stripe).

      Set up a recurring charge for the customer by specifying an amount to be charged at regular intervals. 

      1. Create your season by going to Classes > Create Season.
      2. Give your Season a name, for example, 'Term 4 2023".
      3. Set the start and end date for your season - this will be the Billing Period (For example 1st September - 31st December, or 1st January to 31st December)
      4. Create your classes, enrol students, and generate invoices for the season. Set the due date to the date of the final instalment. This prevents automatic payment reminders (if enabled) from being triggered which could confuse customers.
      5. Create recurring charges by following the steps outlined here ➡️ Setting Up Recurring Charges
      6. When setting up the recurring charges, select the option Generate Recurring Charges and Assign to Pending Invoices.

      📝 This requires customers to save a card on the portal. Unlike payment plans, recurring charges don't have an end date, so you'll need to disable them manually when payments are completed.


      If you have any questions or need further assistance setting up monthly payments, feel free to reach out to our support team. We're here to help you streamline your billing process and ensure everything runs smoothly for your customers and your business! 🙌