Creating Invoices

Conductly gives you two ways to create invoices: manually for one-off charges, or automatically through billing cycles for recurring tuition. Most schools use a combination of both.

Creating an Invoice Manually

Manual invoices are useful for one-time charges, custom adjustments, or situations where automatic billing doesn't apply.

1. Navigate to Billing in the sidebar
2. Click the Create Invoice button
3. Select a customer (guardian or student) from the dropdown
4. Add one or more line items to the invoice
5. Set a due date
6. Optionally add a customer message that appears on the invoice
7. Click Save to create the invoice as a draft, or Save & Send to finalize and email it immediately

Adding Line Items

Each line item on an invoice represents a charge. When adding a line item, you can specify:

• Description — What the charge is for (e.g., "Piano Lessons - March 2026")
• Amount — The dollar amount for this line item
• Quantity — How many units (defaults to 1)

Common line item types include:

Type	Example
Tuition charges	Monthly piano lesson fees
Fees	Registration fee, recital fee, materials fee
Adjustments	Credit for a missed lesson
Custom charges	Instrument rental, book purchase

tip

You can add as many line items as needed on a single invoice. This is helpful when you want to show families a detailed breakdown of what they're being charged for.

Setting Due Dates

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 a Customer Message

The customer message field lets you include a note that appears on the invoice. Use it for:

• Payment instructions or reminders
• Information about upcoming events
• A thank-you note
• Explanation of any adjustments

Automatic Invoice Generation

For recurring billing, Conductly can generate invoices automatically based on your billing cycles. This is the most common way schools handle monthly tuition.

How It Works

1. You set up a billing plan on a course (see Billing Plans)
2. Students are enrolled in sessions tied to that course
3. Conductly creates billing cycles based on the plan schedule
4. When a billing cycle's invoice date arrives, invoices are generated for all enrolled students

Automatic invoices include the correct tuition amount based on the student's enrollment, billing plan, and any applicable fees or discounts.

Generating Upcoming Invoices

The Upcoming tab on the Billing page shows scheduled invoices that haven't been created yet. From here, you can:

• Preview what invoices will look like before generating them
• Generate invoices individually or in bulk
• Review amounts and make adjustments before creating the final invoices

To generate upcoming invoices in bulk:

1. Go to Billing and click the Upcoming tab
2. Review the list of upcoming invoices
3. Select the invoices you want to generate (or select all)
4. Click Generate Invoices

info

Generated invoices start in Draft status, giving you a chance to review them before sending. You can edit, adjust, or delete drafts before finalizing.

Invoice Preview Mode

Before generating invoices, you can preview exactly what Conductly would create. Preview mode shows you:

• Which students will be invoiced
• The calculated amounts based on their billing plans
• Any fees or discounts that will be applied
• The total for each invoice

This is a read-only view — nothing is saved until you choose to generate the invoices.

tip

Use invoice preview 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.

Editing Draft Invoices

While an invoice is still in Draft status, you can freely edit it:

• Add or remove line items
• Change amounts
• Update the due date
• Modify the customer message
• Change the customer

Once an invoice is finalized (moved to Open status or sent), it can no longer be edited. If you need to make changes to a finalized invoice, you'll need to void it and create a new one.

warning

Voiding an invoice and creating a new one is the correct way to handle corrections on finalized invoices. Never attempt to edit a sent invoice — always void and recreate instead.