Understanding billing and payments

What it's for

Billing and payments is how you charge families and collect money. This overview explains how invoices, payments and your finance settings fit together, so the rest of this section makes sense.

How it fits together

1. A charge is created — automatically from an enrollment or package purchase, or manually as an invoice you create.
2. The family receives an invoice (you can email it or share a payment link).
3. You record a payment when they pay — at reception, by card, bank transfer or PayNow.
4. If needed, you issue a refund.
5. Your finance settings control the rules behind all of this — tax, payment terms, invoice templates, recurring billing and installments.

Prepaid vs postpaid

• Prepaid — families pay upfront when they buy a package; the invoice is generated at purchase.
• Postpaid — families book first and are billed after attending; an invoice is generated for what's owed. (For how a postpaid booking becomes an invoice, see *How postpaid booking and invoicing works* in Booking & Enrollment.)

Either way, once an invoice exists, the invoice and payment tools in this section are how the money is tracked and collected — a postpaid invoice is handled just like any other.

Where to find it

Everything lives under Finance in the left sidebar (Invoices, Payments, Refunds), with the rules configured in Settings → Finance Settings.

What's in this section

Creating and managing invoices, recording payments, issuing refunds, and configuring tax, payment terms, invoice templates, recurring billing and installments.

Related articles

• How to create and send an invoice
• How to record a payment
• How to set up tax and payment terms