Billing Automation

The Automation tab on your billing dashboard is where you turn on hands-off billing: autopay, payment reminders, late fees, and grace periods. The tab has two sections - Settings and Recent Activity.

Settings

The Settings form holds your studio-wide automation settings. Each section turns on with a switch, reveals its own options, and has its own Run ... Now button so you can run that job on demand instead of waiting for the schedule:

Autopay - automatically charge invoices before they are due, and choose how many Days Before Due to act. Run Autopay Now charges all eligible unpaid invoices; it is safe to run more than once, since invoices already charged today are skipped.
Payment Retries - retry failed charges on a schedule you set, entered as comma-separated days after the failure.
Reminders - send payment reminders on Reminder Offsets relative to the due date. Negative numbers are days before due, positive numbers are days after. Run Reminders Now sends reminders to families with unpaid invoices.
Overdue Invoices - set a Grace Period of days after the due date before an invoice is marked overdue.
Late Fees - turn on automatic late fees with Automatically Assess Late Fees. The fee amount and grace period are set once on the Rates and Fees tab, so they stay consistent everywhere they apply. Run Late Fees Now applies late fees to overdue invoices that qualify, skipping any already charged today.
Notification Channels - send billing notices by email only, or follow each family's own channel preference.
Notification Copies - receive a copy of every automated billing email at a BCC Email Address.

Each Run ... Now button is disabled until its matching setting is enabled. Only owners and admins can edit these settings.

Autopay Requirements

Autopay charges an invoice only when autopay is enabled, the invoice is sent, overdue, or partially paid, the family has a default payment method on file, and a balance remains. Invoices that miss any of these are skipped, so families without a saved card are never charged.

Reminder Cadence

Reminders go out on each offset you configure. A reminder at -7, for example, sends a week before the due date; an offset of 1 sends the day after. Delivery follows your Notification Channels setting and each family's contact preferences.

Late Fees

Once an invoice passes the configured number of days after its due date, Trio adds the late fee to it as a new line item, and the invoice total updates. You can remove a late fee from the invoice's detail drawer if you decide to waive it. The fee amount and grace period live on the Rates and Fees tab; the Automation tab only turns automatic assessment on or off.

Generating Invoices

On-demand invoice generation lives on the Invoices tab, next to New Invoice. Generate Invoices creates one monthly statement per family: the chosen month's subscription tuition billed in advance, plus the previous month's per-lesson charges, fees, and forfeits in arrears. The statement is due on the 1st of the month, or on the generation date if you generate it later. An advanced option still lets you bill a custom date range instead. Use Preview to see exactly what would be generated before pressing Generate. The Family selector scopes the run to a single family or all families, and each family's detail page has a Generate invoice shortcut that opens the dialog already scoped to that family. The Invoices list refreshes as soon as a run commits, so new drafts appear without reloading the page.

Recent Activity

The Recent Activity panel lists the latest automation runs - autopay, late fees, and reminders - with the trigger source, timestamp, and a count of how many items succeeded, failed, or were skipped. Check it after enabling automation to confirm scheduled jobs are running as expected.