This guide explains the billing settings for your program. Each setting helps you control how invoices are created, when payments are collected, and how refunds or adjustments are handled.


Invoice Creation
The system automatically generates invoices for all program sessions based on the billing cycle settings below.

Billing Cycle Settings

  • Billing Cycle Start Date: Your program billing cycle starts on your program’s start date. 
  • Billing Cycle Recurrence Period: How often invoices are generated
    • Monthly: Invoices are generated every month. For example, if your cycle starts on the 5th, invoices will cover sessions from the 5th of one month to the 4th of the next month.
    • Quarterly: Invoices are generated every 3 months. If your cycle starts on January 1st, the next invoice will cover April 1st to June 30th.

  • Billing Type: Determines when payments are collected during the billing cycle.
    • Prepaid: Payment is collected on the first day of the billing cycle.
    • Postpaid: Payment is collected on the last day of the billing cycle.
  • Invoice Due Date: Determines how many days after the start of the billing cycle an invoice must be paid.
    • If your billing cycle starts on March 1st and the due date is set to 14 days, the invoice will be due on March 15th (14 days after the cycle begins).


Automation Settings

  • Invoice-Based

    With this option, you'll be automatically charged the full amount shown on each invoice, based on your billing cycle. The invoice amount may vary depending on what services were delivered during that cycle.

    • If your invoice for the month totals $300, you’ll be charged that exact amount for that billing period.

  • Equal Payments

    With this option, your total program cost is divided into equal payment amounts. These payments are charged automatically and applied to your outstanding invoices in the order they were issued, until the full program cost is paid off.

    • If your program costs $1,200 and runs for 6 months, you'll be charged $200 per month, regardless of individual invoice amounts.

    • This method ensures a predictable, fixed payment each cycle.


Deposit & Registration Fee

  • Treat as Deposit: This payment acts as a down payment toward your total program cost. The amount you pay will be deducted from your overall balance.
  • Treat as Registration Fee: The amount you pay is in addition to the program cost.


Program Withdrawal & Refunds

When setting up a program, you’ll choose how withdrawals are handled. Please note that once the program starts, these settings will be locked and can’t be changed. Also, if a client paid upfront for the entire program, they’ll be refunded for any unpaid invoices beyond the current billing cycle.


  • Per-Billing Cycle Prorated Adjustment:

    • If a client withdraws and there’s an unpaid invoice for the current billing cycle: They’ll only be charged for sessions that have already occurred.

    • If they’ve prepaid for sessions that haven’t happened yet within the same billing cycle: Those unused funds will be refunded.

  • Per-Billing Cycle Prorated Charge

    • If a client withdraws and there’s an unpaid invoice for the current billing cycle: The entire invoice will be charged in full, regardless of how many sessions were attended.

    • No refund will be issued for unused sessions in that billing cycle.


Payment Allocation

This setting allows you to control when wallet balances and cycle payments are automatically applied to invoices. You can choose how many days after the billing cycle ends the payments should be allocated.

  • After the end of the last billing cycle
    • Payments will be allocated [X] day(s) after the final billing cycle ends.
      Use this option if you want all payments to be applied only once, after the last cycle in a series.
    • Payments are applied to invoices 1 day after the billing cycle starts.
  • After the end of each billing cycle
    • Payments will be allocated [X] day(s) after each billing cycle ends.
    • Use this if you want payments to be applied on a recurring basis after each billing period.


Important Note: Once a payment is allocated to an invoice:

  • The invoice status will change.
  • All sessions linked to that invoice will be locked.
  • You will no longer be able to delete or edit the associated events.


Underpayments
When a client underpays their program's total balance, you have the option to decide how the system should handle the remaining amount.

  • Add to the Next Payment Collection
    This setting allows you to automatically carry forward any underpaid amount to the next scheduled payment.

  • Enabled:
    The underpaid amount will be automatically added to the client's next payment. It will be collected along with the next scheduled billing.

  • Disabled:
    The underpaid amount will not be included in the next payment. You will need to manage the balance manually or reach out to the client for a separate collection.


Deposit Allocation Behavior
Decide when and how the program deposit is applied

  • Allocate deposit at the beginning of the program/enrollment
    The deposit is applied right away, reducing the total balance due upfront. This is useful if you want the client's payment schedule or balance to reflect the deposit immediately.

  • Allocate deposit at the end of the program/enrollment
    The deposit is held until the end and applied as a final payment. This approach is helpful if you want to reserve the deposit as a form of commitment or to cover last payments, cancellations, or other fees.