Invoice Settings
The Invoices settings page controls how invoices are calculated and automated: tax, card surcharges, late fees, make-up credit behavior, and the billing automation panels.
To access invoice settings, go to Settings > Invoices.
The payment gateway and payment toggles (card saving and ACH) live on their own page: Settings > Payments. See Payment Settings. Past-due Payment Reminders live on Settings > Reminders. See Reminder Settings.
Invoice Details
Two toggles control what shows up on invoices and how balances carry between them:
| Toggle | What it does |
|---|---|
| Show session dates on line items | Display the occurrence date and time for per-lesson charges on invoices. |
| Carry forward previous balance | When on, any unpaid balance from prior invoices is added to the next invoice so families can't miss old bills. When off, each invoice stands alone. |
Tax Settings
Set the Tax Percentage to apply to courses marked as Taxable (a toggle on the course in the Catalog). Tax is applied after any discounts.
Credit Card Fee
Optionally pass processing costs on to card payers with a surcharge, configured as either or both:
- Percentage -- Applied to the total amount due (including tax) when paying by credit card.
- Flat Amount -- A flat fee added to every credit card transaction, on top of any percentage.
The fee appears as a "Credit Card Fee" line on the payment page. Credit card fees apply to Evolv schools only and are never charged on ACH payments.
Makeup Credits
Two toggles control how make-up credits interact with billing:
- Do not automatically apply makeup credits to invoices -- When on, unused make-up credits are not auto-applied to reduce new invoices.
- Use partial make-up credits -- When on, credits can be spent in 15-minute increments. When off, a credit must match the lesson duration exactly (30 / 45 / 60 / 90 min).
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
There are no numbering settings to configure -- numbering is automatic.
Late Fees
Off by default. Turn on Charge late fees to automatically add a charge to invoices that are still unpaid after their due date:
| Setting | What it does |
|---|---|
| Fee type | Flat amount or Percentage of balance. |
| Amount / Percentage | The amount to charge (0 = no fees charged). |
| Grace period (days after due) | Days past the due date before a fee is charged (0 = the day after due). |
| How often | Once per invoice, or Every 30 days the invoice stays unpaid. |
| Maximum total per invoice | Caps repeat fees on one invoice. Only shown when How often is Every 30 days (0 = no limit). |
| Skip balances under | Invoices owing less than this are never charged (0 = no minimum). |
| Line item label | What families see on the invoice. Defaults to "Late fee". |
Fees are assessed automatically once a day, only on invoices that were actually sent, and are never applied retroactively -- invoices already past due when you turn the feature on are left alone. Staff can remove an already-charged fee from the invoice detail page with Waive late fee. See Fees & Discounts for the full walkthrough and an example.
Automation
Fully automated billing -- generating, emailing, and charging invoices on a schedule -- is available to every school and is off by default. The automation panels live at the bottom of Settings > Invoices. For how the automation actually behaves day to day, see Billing Automation -- this section is just the settings reference.
Payment collection -- the policy applied to every invoice the system creates:
- Collection mode -- Off — collect manually, Send invoices automatically (invoices are emailed to families on their send day; staff charges cards), or Send & charge automatically (invoices are emailed, then saved cards are charged on the charge day).
Recurring invoices -- when calendar-driven invoices are generated:
- Auto-generate recurring invoices -- the on/off switch for automatic invoice creation.
- Billing Period -- Monthly, Quarterly (every 3 months), or Semester (twice per year).
- Billing Start Day -- Which day of the period to bill.
- Generate invoices days ahead -- How many days before the billing start day draft invoices are created (your review window).
- Payment due days -- Days after the billing start day that invoices are due.
- Use Academic Calendar -- For semester billing: Fall (September) and Spring (January).
- Send invoices (days before due) / Charge cards (days after due) -- When the invoice email goes out before the due date, and when saved cards are charged after it (0 = on the due date).
Lesson pack renewals -- when a pack is re-billed:
- When a pack runs low -- Flag staff to renew (manual) or Auto-bill the next pack.
- Renew when lessons remain -- the threshold: flag or renew when this many pack lessons remain (0 = when the pack is fully used up).
With automation off (the default), all invoicing is manual or bulk: use the Create Invoice drawer (including the "Customers with pending charges" bulk mode) to generate invoices, then send or charge them yourself. See Creating Invoices.
Best Practices
- Confirm tax and card-fee policy up front. Both are applied at invoice/payment time -- changing them later doesn't rewrite invoices that already went out.
- Review the make-up credit toggles. They change how credits reduce invoices -- confirm they match your policies.
- Payment behavior lives next door. Card saving and ACH are configured on Payment Settings (Settings > Payments); Payment Reminders are configured on Reminder Settings (Settings > Reminders).