Creating and Managing Invoices

Invoices live on the Invoices tab of your billing dashboard. The page leads with four summary cards, followed by a searchable, filterable invoice list.

Billing Summary Cards

Four cards across the top of the page summarize your studio's billing health:

Outstanding - the total still owed across all unpaid invoices, with a count of those invoices
Overdue - the total tied up in invoices that are past their due date
Paid This Month - payments collected so far this month
Collection Rate - the share of invoices that have been paid

The cards refresh automatically as invoices change.

The Invoice Table

The invoice list shows each invoice's number, family, status, due date, total, and outstanding balance. It supports:

Search - match by family name or invoice number
Status filter - All statuses, Draft, Sent, Paid, Partially Paid, Overdue, or Void
Pagination - adjust the page size at the bottom of the list
Export CSV - download the current list for your records

Click any row to open the invoice detail drawer with line items, payment history, and actions. Each row also has an Actions menu for the same operations without opening the drawer.

Creating an Invoice

Invoices are always issued to a family. Start a new one either from a family's record, or with the New Invoice button on the Invoices tab of your billing dashboard, which opens the form with a family picker so you can choose who it is for. On the New Invoice form, fill in:

Line Items - each row has a Description, Amount, Quantity, and a Category (Lessons, Fees, Events, Goods sold, or Other). Set the category on manual lines to track things like books or accessories separately from tuition. Lines generated from lessons or fees are categorized for you and locked. Use Add line item to add rows and the trash icon to remove one.
Due date - defaults to 30 days out
Notes - optional text shown on the invoice

Click Create invoice to save. Only owners and admins can create invoices. New invoices start in Draft - sending is a separate step.

Invoice Lifecycle

An invoice moves through these statuses:

Draft - created but not yet sent to the family
Sent - delivered to the family and awaiting payment
Partially Paid - some payment received, with a balance remaining
Payment Processing - a bank (ACH) payment has been submitted and is clearing (a few business days); the invoice settles to Paid automatically once the transfer completes, and a returned transfer reopens the balance
Paid - fully paid
Overdue - past the due date and not fully paid
Void - cancelled and no longer valid

Partial payments are supported, so an invoice stays open until its full balance is cleared.

Recording a Payment Manually

For cash, check, or other outside payments, open the invoice and choose Record Payment. Enter the amount, date, and method. Manual payments do not require Stripe and are available once an invoice has been sent.

Sending and Voiding

From the Actions menu or the detail drawer:

Edit Invoice - change the due date, notes, or line items (add, edit, or remove) on a Draft or Sent invoice. Totals recalculate automatically when you save. Editing a Sent invoice does not notify the family - use Send Invoice again to share the update. Paid, partially paid, overdue, and void invoices cannot be edited.
Send Invoice - delivers a Draft invoice to the family
Mark Overdue - flags a sent or partially paid invoice as overdue
Download PDF - saves a copy of the invoice
Void Invoice - cancels the invoice; you must enter a reason, and this cannot be undone

Working on Several Invoices at Once

Owners and admins can act on a batch instead of one invoice at a time. Tick the checkbox on any row, or the one in the header to select everything on the page, and a bar appears above the list with Send, Send Reminder, Mark Overdue, and Void.

Each button shows how many of your selected invoices it will actually affect, such as Send (3 of 12), because the buttons follow the same rules as the single-invoice actions. Only Drafts can be sent. Only sent, overdue, or partially paid invoices can get a reminder. Only invoices that are genuinely past their due date can be marked overdue, so a sent invoice that is not due yet is left out of the count rather than failing. Anything that cannot take the action is reported as skipped instead of being changed.

Every action asks you to confirm first and tells you what it will skip. Voiding asks for one reason that applies to the whole batch. When the run finishes you get a single summary, for example "12 sent, 2 skipped, 1 failed", and one invoice failing does not stop the rest. The selection clears when the run completes, and also when you change pages, filters, or tabs, so an action can never reach an invoice you cannot see.

Online Payments

When Stripe is connected, families can pay sent invoices online by card or bank (ACH), and successful charges reconcile to the invoice automatically. Without Stripe, online payment is unavailable but manual recording still works.

Bank (ACH) payments take a few business days to clear, so a bank-paid invoice sits in Payment Processing until the transfer settles. See Accepting Bank (ACH) Payments to turn bank payments on and learn how settlement, returned payments, and bank autopay work.