Billing & Invoices Overview
Conductly's invoicing tools give you everything you need to invoice families, collect payments, and keep your school's finances organized. Whether you bill monthly, per semester, or per meeting, the billing types adapt to how your school operates.
To collect payments online, you'll need to connect a payment processor (Stripe or Evolv) to Conductly. Gateway setup lives on Settings → Payments and requires an active paid Conductly subscription (the free trial doesn't qualify). You can still create invoices and record cash/check payments without one, but the payment link in invoice emails won't work until a processor is connected. See Payment Settings for setup instructions.
How Billing Works in Conductly
At a high level, the billing flow looks like this:
- Connect a payment processor (Stripe or Evolv) so families can pay invoices online — configured on Settings → Payments
- Choose a billing type for each course to define how families are charged (Pay in Full, Payment Plan, Per Meeting, or Subscription)
- Enroll students in sessions — Conductly records pending charges based on the course's billing type
- Generate invoices from the Invoices page — for a single customer or in bulk for everyone with pending charges
- Send invoices to families via email with a secure payment link
- Collect payments online through stored cards, or record cash and check payments manually
The Invoices Page
When you navigate to Invoices in the sidebar, you'll see views that organize your invoices:
| View | What It Shows |
|---|---|
| Active | Invoices that are open, waiting for payment, or overdue — anything that still needs attention |
| History | Completed invoices — paid, voided, refunded, or written off |
| Upcoming Invoices | Scheduled charges that haven't been invoiced yet (each shows a "Scheduled" badge) |
This layout makes it easy to focus on what needs action right now while still having full visibility into past and future billing.
Key Features
- Bulk invoice generation — Create invoices for every customer with pending charges in one pass from the Create Invoice drawer
- Four billing types — Charge in full, split into installments, bill per scheduled meeting, or set a flat recurring tuition
- Lesson packs — Sell lessons in fixed bundles (e.g., 10-lesson packs); track usage and renew packs manually or automatically
- Online payments — Families pay through a secure link with their credit or debit card
- Stored payment methods — Charge a customer's card on file with one click
- Bulk operations — Send invoices, charge cards, and finalize drafts in bulk
- Fees and discounts — Add registration fees, apply multi-student discounts, and use discount codes
- PDF invoices — Download a professional invoice PDF from any invoice
- Refund processing — Issue full or partial refunds directly from an invoice
Conductly can also run this flow for you — billing automation generates, emails, and charges invoices on a schedule. It's available to every school and off by default; turn it on under Settings → Invoices. Payment Reminders — automatic email and/or text at 3, 7, 14, and 30 days overdue — live under Settings → Reminders.
If you're just getting started with billing, we recommend choosing each course's billing type first, then generating invoices from the Invoices page as students enroll.
Learn More
- Connecting a Payment Processor — Set up Stripe or Evolv to accept online payments
- Creating Invoices — How to create invoices for one customer or in bulk
- Invoice Statuses — What each status means and how invoices move through them
- Sending Invoices — Email invoices to families and manage delivery
- Payments — Collecting, recording, and tracking payments
- Billing Plans — Understanding the four billing types
- Lesson Packs — Tracking pack usage and managing renewals
- Purchases — Purchase statuses, and how to delete and restore purchases
- Fees & Discounts — Adding fees, discounts, and discount codes
- Refunds — Processing full and partial refunds