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Sending Invoices

Once an invoice is finalized, sending it to the customer is just a click away. Conductly emails the family a notification with a secure link where they can view and pay the invoice online.

Sending a Single Invoice​

  1. Navigate to Invoices and find the invoice you want to send
  2. Click on the invoice to open it
  3. Click Send Invoice
  4. The invoice status changes to Waiting for payment and the customer receives an email
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You can only send invoices that are in Open status. If the invoice is still a draft, you'll need to finalize it first with Finalize Invoice.

Sending Invoices in Bulk​

When you have multiple invoices ready to go — such as after generating monthly tuition invoices — you can send them all at once:

  1. Go to Invoices and make sure you're on the Active view
  2. Use the checkboxes to select the invoices you want to send
  3. Click the Send bulk action button
  4. Confirm that you want to send the selected invoices
  5. All selected invoices are emailed to their respective customers
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Bulk sending is especially useful at the start of a billing period. Generate your invoices, review them, finalize the drafts, and then send them all in one go.

What the Customer Receives​

Conductly sends one of two email variants, depending on whether the customer has a card on file:

  • No card on file — The customer gets an email with a subject like "Your School Invoice #1042" containing the amount due, the due date, and a "View & Pay Invoice" button that links to the secure payment page.
  • Card on file — The customer gets a notice with a subject like "Reminder: Upcoming Your School Payment Notice", letting them know their saved card will be charged for the invoice.

When a customer clicks through to the payment page, they can:

  • See a detailed breakdown of all line items, including the instructor for each lesson charge
  • Enter their payment information (or pay by ACH, if your school has enabled it)
  • Enter a Discount Code, if you've given them one
  • Check "Save this credit card for automatic bill payments" to store their card
  • Pay online with Pay now
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The payment page is secure and does not require the customer to log in. The link is unique to each invoice and can only be used to view and pay that specific invoice.

Which student a charge is for

To keep the checkout page brief, its lesson line items show only the instructor's name, not the student's. Families with a card on file (and anyone who downloads the PDF) see the fuller "Student with Instructor" label on each lesson charge — handy when one invoice bills for more than one student.

PDF Invoices​

Staff can download a professional PDF version of any invoice — useful for your own bookkeeping, or for sharing an invoice through channels other than email:

  1. Open the invoice
  2. Click the Download PDF button
  3. The PDF is generated and downloaded to your computer

The PDF includes all invoice details: your school information, the customer's name, line items — each lesson charge labeled "Student with Instructor" — amounts, taxes, and payment status.

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Download PDF is a staff-only action — there is no PDF download on the customer-facing payment page. If a family wants a copy for their records, download the PDF and send it to them.

Resending Invoices​

Sometimes you need to resend an invoice — maybe the customer didn't see the first email, or they need a nudge. Open the invoice and click Resend Invoice; the customer receives another email with the same payment link.

For invoices that will be charged to a card on file, you can also use Send Reminder, which opens the "Send Upcoming Payment Reminder" dialog and asks for the charge date to include in the notice.

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If an invoice is overdue, resending it is a quick way to give the family a gentle reminder — and Conductly's Payment Reminders (Settings → Reminders) can do this automatically at 3, 7, 14, and 30 days overdue.

Email Details​

When Conductly sends an invoice email:

  • The sender name is your school's name as configured in your settings
  • If the "Reply to school email" toggle is enabled under Settings → Emails & SMS, customer replies go to your school's email address
  • The email includes your school's branding
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Make sure your school email is set up correctly and the "Reply to school email" toggle is on if you want customer replies to reach you directly.