Billing Automation

The Automation tab on your billing dashboard is where you turn on hands-off billing: autopay, payment reminders, late fees, and on-demand invoice generation. The tab has three sections - Studio Defaults, Manual Actions, and Recent Activity.

Studio Defaults

The Studio Defaults form holds your studio-wide automation settings. Each section turns on with a switch and reveals its own options:

Autopay - automatically charge invoices before they are due. Choose an Autopay Mode (charge the card automatically, or send an invoice instead) and how many Days Before Due to act.
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.
Overdue Invoices - set a Grace Period of days after the due date before an invoice is marked overdue.
Late Fees - apply a fixed Late Fee Amount a set number of Days After Due.
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.

Click Save Settings to apply your changes. 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.

Manual Actions

The Manual Actions section lets you run jobs on demand instead of waiting for the schedule:

Run Autopay Now - charge all eligible unpaid invoices. Safe to run more than once; invoices already charged today are skipped.
Run Late Fees Now - apply late fees to overdue invoices that qualify, skipping any already charged today.
Run Reminders Now - send reminders to families with unpaid invoices.
Generate Invoices - create invoices for families with active enrollments over a date range. Use Preview to see exactly what would be generated before pressing Generate.

Each run job is disabled until its matching setting is enabled in Studio Defaults.

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.