Invoices | Help Center

Manage family invoices on the Invoices tab of your billing dashboard. An invoice is for one family and can include more than one student. Owners and admins create, send, edit and void invoices.

Billing Summary Cards

Four cards sit at the top of the page:

Outstanding - the total still owed on Sent, Partially Paid and Overdue invoices, and their count. Drafts are not counted.
Overdue - the total still owed on Overdue invoices. An invoice still inside your grace period is not counted.
Paid This Month - payments collected so far this month
Collection Rate - Paid invoices out of all invoices that are not Draft or Void, for all time.

The cards update when the page loads and after you change an invoice. Reload the page to see a payment a family made online.

The Invoice List

The list shows each invoice's number, family, status, due date, total and balance. The Payment column shows the family's setup: Autopay, Card on file or Not set up (blank on Paid and Void invoices).

Search - matches the invoice number and the invoice notes
Status filter - All statuses, Draft, Sent, Paid, Partially Paid, Overdue, or Void
Pages - set the page size at the bottom of the list
Export CSV - downloads the invoices for the selected status. The search and the family filter do not apply.

Click a row to open the invoice panel with its line items, payments and actions.

Creating an Invoice

Click New Invoice on the Invoices tab, or start from a family's page, and choose the family. Fill in:

Line Items - a Description, Amount, Quantity and Category (Lessons, Fees, Late fees, Events, Goods sold or Other, the default) for each row. Use Add line item for another row.
Due date - 30 days from today by default
Notes - optional text shown on the invoice

Click Create invoice. The new invoice is a Draft until you send it.

Invoice Statuses

An invoice is Draft, Sent, Partially Paid, Paid, Overdue (past the due date and not fully paid) or Void (cancelled). It stays open until its full balance is paid. A bank (ACH) payment takes a few business days to clear; see Accepting Bank (ACH) Payments for what the invoice shows while it clears.

Recording a Cash or Check Payment

For cash, a check or another outside payment, open the invoice's Actions menu and choose Record Payment. Enter the Amount ($), choose the Payment Method (Cash, Check or Other) and add optional Notes, such as the check number. Log payment on your dashboard opens the same form. Manual payments do not require Stripe and are available once an invoice has been sent.

Invoice Actions

From the Actions menu or the invoice panel:

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 - sends a Draft invoice to the family
Send Reminder - sends the family a payment reminder now, for a Sent, Partially Paid or Overdue invoice
Mark Overdue - marks a Sent or Partially Paid invoice overdue and emails the family. Trio refuses it until the due date has passed.
Waive late fee - removes the late fee that Trio added (see Payment Reminders and Late Fees)
Download PDF - saves a copy of the invoice
Void Invoice - cancels the invoice. Enter a reason. You cannot undo a void.

Download PDF and Export CSV work for owners and admins only.

What a Void Does

You can void a Draft, Sent, Partially Paid or Overdue invoice. Payments already recorded on it stay recorded, and Trio makes no refund. Fees on the invoice go back to Pending, the lessons on it can be billed again, and its reminders stop.

Working on Several Invoices at Once

Owners and admins can tick the checkbox on several rows, or in the header for the whole page. A bar appears with Send, Send Reminder, Mark Overdue and Void. Each button shows how many selected invoices it can change, for example Send (3 of 12), because the single-invoice rules apply. Trio skips the others.

Each action asks you to confirm, and a void asks for one reason for all. You get one summary at the end, for example "12 sent, 2 skipped, 1 failed". The selection clears when you change pages, filters or tabs.

Online Payments

When Stripe is connected, families can pay sent invoices online by card, bank (ACH), Cash App Pay, and Apple Pay or Google Pay when you turn those on. Online payments are recorded on the invoice. Online payment needs the Pro or Max plan. Without Stripe, online payment is unavailable but manual recording still works.

To return money to a family, use Refund on a payment in the invoice panel. See Refunding a Payment.