Creating Invoices
Invoices in Conductly are built from pending charges — the amounts students owe based on their enrollments and each course's billing type. You create them from the Invoices page, either for a single customer or in bulk for every customer with pending charges.
Creating an Invoice
- Navigate to Invoices in the sidebar
- Click the Create Invoice button to open the drawer
- Select a Customer, or switch to "Customers with pending charges" to create invoices for everyone who owes money at once
- Set "Billing Period Ends" — pending charges up through this date are pulled onto the invoice as line items
- Set the "Payment Due Date"
- Review the live Preview, which shows exactly what the invoice(s) will contain
- Click "Create Invoice(s)"
The new invoices start in Draft status, giving you a chance to review them before finalizing and sending.
When you create invoices for more than 10 customers at once, Conductly processes the batch in the background — but the drawer stays open and shows you the progress as it happens: a progress bar ("12 of 40 customers"), running counts of invoiced, skipped, and failed customers, each invoice appearing with its customer and amount as it's created, and a running total invoiced.
If a Per Meeting customer has scheduled lessons but no configured rate, that customer is flagged with a specific error — "No rate found for session [name]" — rather than being quietly skipped.
Where Line Items Come From
You don't build line items by hand. When an invoice is created, Conductly gathers the customer's pending charges — tuition from Subscription and Payment Plan courses, scheduled meetings from Per Meeting courses, applicable fees and discounts — for the billing period and turns them into line items automatically.
If a billing period was written off when an earlier invoice for it was voided (see Invoice Statuses → Void), generating an invoice for that period again comes back empty — Conductly tells you which period was written off and points you to Re-open for billing on the voided invoice, rather than leaving you to figure out why the invoice is $0.
Setting the Payment Due Date
The due date determines when the invoice becomes overdue if unpaid. Choose a due date that gives families reasonable time to pay. Many schools set due dates 7 to 14 days after the invoice is created.
Adding Extra Line Items
To add a one-off charge (or a credit) that isn't part of the customer's pending charges, open the invoice and use "Add Adjustment". Each adjustment has:
- Description — What the charge is for (e.g., "Method book")
- Quantity — How many units
- Unit Price — The dollar amount per unit
- Internal Notes — Notes visible to staff only
Common adjustment uses:
| Type | Example |
|---|---|
| Materials | Method book, sheet music |
| One-off fees | Recital fee for one student |
| Custom charges | Instrument rental |
Previewing Upcoming Charges
The Upcoming Invoices view on the Invoices page shows scheduled charges that haven't been invoiced yet — each marked with a "Scheduled" badge. Use it to:
- Preview what customers will owe before invoices exist
- Review amounts and catch enrollment or rate issues early
- Generate the invoices when you're ready
Check the Upcoming Invoices view at the start of each billing period to catch any issues before invoices go out. It's much easier to fix an enrollment or rate before generating invoices than to void and recreate them afterward.
Automatic Invoice Generation
Conductly can generate, email, and charge invoices for you on a schedule — it's off by default, and any school can turn it on under Settings → Invoices. Billing Automation explains how it works day to day.
With automation off, the standard workflow is the one above: use the Create Invoice drawer with "Customers with pending charges" to generate a whole billing period's invoices in one pass.
Editing Draft Invoices
Only invoices in Draft status can be edited. While an invoice is a draft, you can:
- Add line items with Add Adjustment
- Update the due date
- Delete the draft entirely
Once an invoice is finalized (Open status), it's locked for editing — but you can bring it back with "Change to Draft" as long as it hasn't been sent. After an invoice has been sent (status Waiting for payment), corrections require voiding it and creating a new one.
Voiding an invoice and creating a new one is the correct way to handle corrections on sent invoices. Never try to work around a sent invoice — void and recreate instead.