Invoice Settings
Invoice settings control how Conductly creates, numbers, and delivers invoices to your families. By configuring these settings up front, you can automate much of your billing process and ensure a consistent experience for everyone.
To access invoice settings, go to Settings > Invoices from the sidebar.
Auto-Generation Settings
Conductly can automatically generate invoices for your students based on their scheduled lessons and your billing configuration. Auto-generation settings let you control:
- Whether auto-generation is enabled -- Turn this on to have Conductly create draft invoices automatically.
- Generation timing -- Set when invoices should be generated relative to the billing period.
- Review period -- After invoices are auto-generated, they are created as drafts so you can review them before they go out.
Even with auto-generation enabled, invoices are created as drafts first. This gives you a chance to review, adjust, and approve them before they are sent to families. You will receive a notification when drafts are ready for review.
Auto-Send and Auto-Charge
:::warning Currently disabled Automatic invoice generation, automatic sending, and automatic charging are disabled in the current version of Conductly. The settings fields below are preserved for when the feature is re-enabled, but no scheduled jobs currently run against them. You can still generate, send, and charge invoices manually. Contact support if you need an update on when automated billing will return. :::
The settings described below will govern automated billing once the feature is re-enabled:
- Auto-send invoices -- Automatically email invoices to families after a review period.
- Auto-charge saved cards -- Automatically charge families' saved payment methods on the configured charge day.
Future automated runs will include reminder notifications:
| Notification | Timing |
|---|---|
| Auto-send reminder | 48 hours and 24 hours before sending |
| Auto-charge reminder | 48 hours before charging |
| Completion summary | After invoices are sent or cards are charged |
You can turn off auto-send or auto-charge at any time without affecting the auto-generation of draft invoices. This gives you full control over the billing pipeline.
Invoice Numbering
Conductly automatically assigns an invoice number to each invoice when it's created. Numbers are:
- Sequential — Each new invoice gets the next number in your school's sequence.
- Scoped to your school — Each school has its own independent sequence. Your first invoice is numbered
1001, regardless of how many invoices other schools on Conductly have created. - Assigned at creation time — Numbers are assigned the moment a draft invoice is created, not when it's sent. If you delete a draft before sending it, that number will not be reused — a gap will appear in your sequence. This is normal and expected; gaps are not a sign that invoices are missing.
Invoice numbers help you:
- Track invoices in order
- Reference specific invoices when communicating with families
- Maintain organized records for accounting
Default Due Date Settings
Configure how due dates are calculated for new invoices:
- Days until due -- Set the number of days after an invoice is created (or sent) that it becomes due. Common options include 15 days, 30 days, or "due on receipt."
This default applies to all new invoices but can be overridden on individual invoices when needed.
Invoice Email Customization
When invoices are emailed to families, you can customize how those emails look and what they say. See Email Templates for details on configuring the invoice email template.
Key elements you can customize:
- Email subject line -- What appears in the recipient's inbox.
- Email body -- The message that accompanies the invoice.
- Merge fields -- Personalize the email with the recipient's name and other details.
Workflow Overview
Here is how the complete auto-invoicing workflow looks when fully configured:
- Generation -- Conductly creates draft invoices based on scheduled lessons.
- Notification -- You receive a "drafts ready for review" notification.
- Review -- You review and approve the drafts (or make adjustments).
- Auto-send reminder -- You receive reminders 48 and 24 hours before invoices are sent.
- Send -- Invoices are emailed to families.
- Auto-charge reminder -- You receive a reminder 48 hours before cards are charged.
- Charge -- Saved payment methods are charged automatically.
- Summary -- You receive a completion notification with results.
Best Practices
- Start with manual invoicing. If you are new to Conductly, send a few invoices manually to get comfortable with the process before turning on auto-generation.
- Review drafts promptly. When Conductly generates draft invoices, review them within the review window to catch any issues before they are sent.
- Set reasonable due dates. Give families enough time to pay, but not so long that invoices are forgotten. 15-30 days is typical for music schools.
- Combine auto-invoicing with auto-charge. When families have saved payment methods, auto-charge eliminates the need to chase down payments manually.