Fees & Discounts

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

Fees

Fees are additional charges on top of tuition. Once configured in Settings, they're applied to invoices automatically based on their billing frequency.

Fee Rules

A rule at the top of Settings > Fees controls fee eligibility, above the fee list itself:

• Only apply fees to students with active enrollments — When on, fees are skipped for students without active enrollments. When off, fee-only invoices are created -- useful for annual or family fees that should bill regardless of enrollment status.

Common Fee Types

Fee	Description	Example
Registration fee	One-time charge for new student enrollment	$25 new student registration
Materials fee	Covers books, sheet music, or supplies	$15 method book fee
Recital fee	Covers costs associated with performances	$20 spring recital fee
Custom fee	Any 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 (Each 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 applied to invoices automatically according to its frequency.

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:

• Each 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.

How Fees Are Applied

Fees are applied automatically — when Conductly generates an invoice, it adds any fees the student or family is due for based on each fee's Billing Frequency and Apply To settings. There is no manual or bulk "apply fee" action.

For a one-off charge that isn't a configured fee (a single recital fee for one student, a replacement book), open the invoice while it's a draft and use Add Adjustment to add the line item directly.

tip

Set up your recurring fees in Settings once, and let Conductly handle them on every invoice. Reserve Add Adjustment for true one-offs.

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

Late Fees

Late fees automatically charge a fee on invoices that are still unpaid after their due date. Unlike Fees above, which are per-item charges you configure individually, late fees are a single org-wide policy configured in Settings → Invoices → Late fees. They're off by default.

Turning On Late Fees

1. Go to Settings and navigate to the Invoices section
2. Scroll to the Late fees card
3. Toggle on Charge late fees
4. Configure the settings below — each one saves automatically

Late Fee Settings

Setting	Description
Fee type	Flat amount (the same dollar amount every time) or Percentage of balance (a share of whatever is still owed at the moment the fee is charged).
Amount / Percentage	The flat amount or percentage to charge. Leave at 0 and no fees are charged.
Grace period (days after due)	How many days past the due date to wait before charging a fee. 0 means the day after the invoice was due.
How often	Once per invoice, or Every 30 days the invoice remains unpaid.
Maximum total per invoice	Only shown when How often is set to Every 30 days. Caps how much late fees can add up to on one invoice. Leave at 0 for no limit.
Skip balances under	Invoices owing less than this amount are never charged a late fee. Leave at 0 for no minimum.
Line item label	What families see on the invoice line item. Defaults to "Late fee".

How Late Fees Are Applied

• Conductly checks past-due invoices automatically, once a day.
• Only invoices that were actually sent to the family are eligible — a finalized invoice that was never sent is skipped, the same rule Payment Reminders use.
• A percentage fee is calculated on the balance still owed at assessment time, so a family who has paid down part of their invoice is charged proportionally less.
• The fee is added as a normal line item on the invoice, labeled with your Line item label.
• Turning on late fees is not retroactive. Invoices that are already past due at the moment you turn the feature on are never charged a late fee — only invoices that come due afterward are eligible.

Example: A $150 invoice is due August 1. Late fees are set to Percentage of balance at 5%, with a 3-day Grace period and How often set to Every 30 days. If the invoice is still unpaid on August 4, a $7.50 late fee (5% of $150) is added. If $100 of the balance is later paid but the remaining $57.50 is still unpaid 30 days after the first fee, a second fee of $2.88 (5% of $57.50) is added.

Waiving a Late Fee

Once a late fee has been charged, it can be removed from the invoice:

1. Open the invoice
2. Find the late fee line item
3. Click Waive late fee
4. Confirm

Waiving removes the charge from what the family owes. The waived fee stays on the invoice's history for your records — it isn't deleted, just no longer collected.

tip

Late fees pair well with Payment Reminders (Settings → Reminders), which can email and/or text families about overdue invoices at 3, 7, 14, and 30 days late. Reminders let families know before a fee is likely to hit; late fees give the reminder some teeth.

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 — Entered by the payer in the "Discount Code" field on the payment page. 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

Discount codes are entered by the payer on the public payment page — whether they got there from an invoice email or through your online store's checkout:

1. They open the payment page
2. They enter the code in the Discount Code field and click Apply
3. The discount is applied and the updated total is shown
4. They complete payment at the reduced price

info

Discount codes are redeemed by the payer on the payment page — admins don't enter codes when creating an invoice.

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 are applied in exactly two ways:

• Automatically — Multi-student discounts apply themselves whenever a family's enrollment matches the eligibility requirements.
• Via discount code — The payer enters the code in the Discount Code field on the payment page.

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.