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Fees & Discounts

Fees and discounts let you fine-tune your billing beyond standard tuition charges. Add registration fees for new students, offer sibling discounts, or create promo codes for marketing campaigns — all of which flow seamlessly into your invoices.

Fees​

Fees are additional charges on top of tuition. They can be applied to specific students, courses, or added to invoices automatically.

Common Fee Types​

FeeDescriptionExample
Registration feeOne-time charge for new student enrollment$25 new student registration
Materials feeCovers books, sheet music, or supplies$15 method book fee
Recital feeCovers costs associated with performances$20 spring recital fee
Late payment feePenalty for overdue invoices$10 late fee
Custom feeAny other charge your school needs$50 instrument rental deposit

Creating a Fee​

  1. Go to Settings and navigate to the Fees section
  2. Click Add Fee
  3. Enter a name for the fee (e.g., "Registration Fee")
  4. Set the amount
  5. Choose a Billing Frequency (see below)
  6. Choose Apply Fee To (Per Student or Per Family — see below)
  7. For recurring fees, choose a Pro-rating Policy (see below)
  8. Save the fee

Once created, the fee is available to apply to invoices and enrollments.

Billing Frequency​

Choose how often the fee applies:

  • One Time — Charged only once per student (for example, a registration fee). Not pro-rated.
  • Monthly — Charged on every monthly invoice. Can be pro-rated by days remaining for mid-month enrollments.
  • Annual — Charged once per year on a date you choose. Can be pro-rated by days remaining or by full month for mid-year enrollments.
  • On Every Invoice — Charged on every invoice Conductly generates for the student, regardless of the billing cycle. Useful for per-transaction fees like processing or handling charges. Not pro-rated — students who enroll mid-cycle are charged the full amount.
tip

"One Time" fees apply to each student individually. If a family has three enrolled children, each child will be charged the fee separately. If you want a family-level one-time fee, set Apply Fee To to Per Family instead.

Apply Fee To​

Choose whether the fee is charged once per student or once per family:

  • Per Student (default) — Fee is charged separately for each enrolled student. A family with three enrolled children will be billed three times.
  • Per Family — Fee is charged once per family, regardless of how many students are enrolled. Typical for household-level fees like annual registration.

Pro-rating Policy​

When a student enrolls partway through a billing period, you can choose how their first invoice is calculated. Pro-rating applies only to Monthly and Annual fees.

  • None — Students pay the full amount regardless of when they enroll. The simplest option; best for fixed fees where partial billing doesn't make sense.
  • Pro-rate by Days Remaining (available for Monthly and Annual) — Students pay based on the number of days left in the billing period. A student enrolling on April 15 for a $30 monthly fee pays $16 for April (16 days remaining ÷ 30 days × $30).
  • Pro-rate by Full Month (Annual only) — Students pay based on the number of full months remaining in the billing year. The partial enrollment month is excluded unless the student enrolls on the 1st. A student enrolling April 10 on a $120 annual fee (billed each January) pays $90 (9 full months May–January). A student enrolling April 1 pays $100 (10 full months April–January, because enrolling on the 1st includes the current month).
note

Pro-rating does not apply to "One Time" or "On Every Invoice" fees — these are always charged at their full amount.

Applying Fees​

Fees can be applied in several ways:

  • During enrollment — Certain fees (like registration) can be automatically added when a student enrolls
  • On an invoice — Add a fee as a line item when creating or editing a draft invoice
  • In bulk — Apply fees to multiple students or invoices at once
tip

Set up your most common fees in Settings first. This saves time later because you can quickly add them to invoices without re-entering the details each time.

How Fees Appear on Invoices​

Fees show up as separate line items on the invoice, clearly labeled so families can see exactly what each charge is for. For example:

Piano Lessons - March 2026       $150.00
Registration Fee                  $25.00
Materials Fee                     $15.00
─────────────────────────────────────────
Total                            $190.00

Discounts​

Discounts reduce what families pay. Conductly supports two kinds of discount, each with different configuration:

  • Multi-student — Automatically applied to families who meet eligibility requirements (minimum students, minimum weekly lessons). Use this for sibling discounts and family-loyalty pricing.
  • Discount Code — Manually applied by entering a code at checkout or at invoice creation time. Use this for promo campaigns and one-off discounts.

Every discount also specifies an amount:

  • Percentage — A percentage off the eligible amount (e.g., 15% off).
  • Flat Rate — A fixed dollar amount off (e.g., $20 off).

Discount Codes​

Discount Code discounts are the classic promo code model. Configure:

  • Discount Code — The code customers enter. Automatically uppercased (e.g., SAVE20).
  • Max Uses — Total number of times this code can be redeemed across all customers. Leave blank for unlimited.
  • Valid From / Valid Until — Optional date range during which the code is active. Useful for time-limited promotions.

Example: A $50 early-bird discount, code EARLYBIRD, max 100 uses, valid March 1 – April 30.

How Customers Use Discount Codes​

When a customer is checking out through your online store:

  1. They proceed to the payment step
  2. They enter the discount code in the promo code field
  3. The discount is applied and the updated total is shown
  4. They complete payment at the reduced price

Multi-student Discounts​

Multi-student discounts are automatic — families who meet the eligibility requirements receive the discount without entering any code.

Eligibility Requirements​

  • Minimum Students — The family must have at least this many students enrolled (1–4) for the discount to apply.
  • Minimum Weekly Lessons — The total number of lessons per week across all students in the family must meet or exceed this threshold (1–4).

Application​

  • Apply Discount To:
    • Apply to entire invoice — The discount reduces the invoice total.
    • Apply to additional students/lessons only — The discount applies only to students or lessons beyond the first. Use this for "sibling discount starting with the 2nd child" pricing.

Exclusions​

When Apply to additional students/lessons only is selected, you can configure exclusions:

  • Exclude From Discount:
    • Exclude first student(s) — The first N students in the family are charged full price; the discount applies to students beyond that.
    • Exclude first lesson(s) each week — The first N lessons per week (across all students) are charged full price; the discount applies to lessons beyond that.
  • Number to Exclude — How many to exclude (1–5).

Example 1 — Sibling discount:

"10% off for families with 3+ children, starting with the 3rd child." Discount Category: Multi-student · Percentage: 10% · Minimum Students: 3 · Apply To: Additional only · Exclude: First 2 students.

Example 2 — Volume loyalty:

"15% off when a family has 4+ lessons per week; applies to the 4th+ lesson." Discount Category: Multi-student · Percentage: 15% · Minimum Weekly Lessons: 4 · Apply To: Additional only · Exclude: First 3 lessons per week.

Creating a Discount​

  1. Go to Settings and navigate to the Discounts section
  2. Click Add Discount
  3. Enter a name (e.g., "Sibling Discount", "Fall Early Bird")
  4. Choose the Discount Category (Multi-student or Discount Code)
  5. Choose the amount type (Percentage or Flat Rate) and enter the value
  6. Configure the category-specific settings (code and usage limits for Discount Code; eligibility and exclusions for Multi-student)
  7. Save the discount

Applying Discounts​

Discounts can be applied:

  • Automatically — Multi-student discounts apply themselves whenever a family's enrollment matches the eligibility requirements.
  • Via discount code — Customers enter a code during online checkout, or admins enter a code when creating an invoice manually.
  • Manually on an invoice — Admins can add a discount line item when creating or editing a draft invoice.

How Discounts Appear on Invoices​

Discounts appear as negative line items on the invoice:

Piano Lessons - March 2026       $150.00
Sibling Discount (10%)           -$15.00
─────────────────────────────────────────
Total                            $135.00

Managing Fees and Discounts in Settings​

All fees and discounts are managed centrally in Settings:

  • Settings > Fees — View, create, edit, and deactivate fees
  • Settings > Discounts — View, create, edit, and deactivate discounts

From these pages you can:

  • See all active and inactive fees/discounts at a glance
  • Edit amounts and details
  • Deactivate items you no longer use (they remain in your records for historical invoices)
  • Create new fees and discounts as your school's needs evolve
warning

Editing a fee or discount amount only affects future invoices. Invoices that have already been generated will keep the original amount. If you need to update an existing invoice, void it and create a new one.