Billing holds all of your academy's money: what's left to collect, what's owed, what you've collected this month, each fee one by one, the receipts students sent and the overdue members.
Where: menu → Billing
The tabs
- Invoices: every fee and charge, with its number, the student, the description, the total, what's been paid, the due date and the status (pending, partial, overdue, paid). From each row: Take payment, Edit, PDF and Void. At the top are Generate this month’s fees and + Manual invoice.
- Receipts: what students sent on WhatsApp for you to validate. You approve it and the payment is recorded, or you reject it and they're notified. You can also handle them by replying YES, NO or PARTIAL to the notice you receive.
- Overdue members: who owes and how much, with a button to remind them.
- Recorded payments: this month's payments, with the method and who recorded them.
- Today’s billing: what the billing engine is doing today: new fees, late fees and the notices going out. If it hasn't run yet, you can run it right away.
Recording a payment
- Tap Record payment on Home, or Take payment on the fee being paid.
- Choose the student (if you didn't start from the fee), the amount, the method (cash, bank transfer, card, MercadoPago) and the date.
- Save. The payment is applied to their fees, from oldest to newest, and anything left over stays as credit.
If the student has WhatsApp, they get a payment confirmation with their balance. Online payments through MercadoPago or Stripe come in automatically.
Reminding people who owe
In Overdue members, and on the Who owes card on Home, each student has a WhatsApp button. When you tap it, they get a notice of what they owe from the academy's WhatsApp, using the balance-due template: your personal WhatsApp doesn't open. If they were already reminded today, it isn't sent again.
To have debt reminders go out automatically, without touching anything, turn them on in Fee notices.