Frequently Asked Questions

(Invoicing & Payments)

Invoicing

1. How do we adjust an invoice?
You can edit an existing invoice on the customer’s ledger by:

• Clicking on the Action drop-down for the associated invoice

• Selecting the Edit button

2. How can I get a list of overdue invoices?
You can generate a list of overdue invoices in the Payment Summary by:

1. Opening the Payment Summary

2. Adjusting the enrolment date filters (e.g., dates for the current term)

3. Optionally narrowing by Date Initiated (when the invoice was created)

4. Using the Payment Status filter to select Pending and/or Partial

This will return all invoices with an outstanding balance.

3. Is there a way to get a comprehensive list of customers’ account balances?
Yes. Go to: Reports → Ledger Balance Report.
This will display all outstanding balances by customer.

4. How can we send an invoice?
You can send a Statement (summary of a customer’s outstanding invoices) via the Send Statement feature on the parent profile.

• Located on the bottom left side of the parent profile.

5. How can we add bank details to an invoice?
Bank details can be added using the Invoice Footer feature.

• Go to: Settings → Facility → Invoice Footer

6. Where can I see all customer credits?
Go to: Reports → Credit Report.
This will display all available credits.

7. Can we adjust the format of our invoices in First Class?
Invoice formatting is limited, but you can change the description of lessons by editing the label of the tuition charge type in payment settings.

• Example: Change Class Fees → Lesson Fees.

8. Is there an option in online bookings for customers to book by age?
Yes. The Age Filter setting allows customers to filter classes by age, making it easier to find age-appropriate levels.

9. Can auto discounts be turned off for some classes and not others?
Yes. Auto discounts apply to all classes unless turned off for specific terms.

How to set this up:

• Create certain classes under a different term date range than the main term.

• Keep auto discounts on for main term classes, and off for the others.

10. Are credits added automatically to open invoices?
Yes.

• If a customer has an unpaid invoice, new credits are added automatically.

• If fully paid, credits remain on the account until the next invoice.

• If the credit exceeds the balance, an excess credit will be created.

Direct Debit

1. How can a customer set up a direct debit authority?
Customers can set up direct debit in three ways:
a) Send them a Direct Debit Authority form via the Establish Direct Debit button on their profile.
b) They can log in to their Portal → My Payments → Establish Direct Debit.
(Note: Must be enabled in account settings.)
c) They can complete an online enrolment and choose direct debit as their payment option.

Note: A direct debit authority means the customer is debit-ready. It is not the same as a payment plan/instalments.

2. How can I know if a customer is direct debit ready?

• Check the Payment Token in their profile (left panel).

• In lists, look for YES in the Direct Debit column.

• You can also search via list filters: Direct Debit = YES.

3. Once direct debit ready, how do we create a payment plan/arrangement?

• Term-based programs (Ezidebit):

  • Go to Create Ezidebit Schedule.

  • Select invoices and set schedule parameters (frequency, start date, etc.).

  • Useful post-term rollover for scheduling new debits.

• Perpetual programs (monthly invoicing):

  • No schedule required—payments are automatically processed monthly.

  • (Note: Perpetual classes only support monthly direct debit.)

4. Once established, can I edit a debit?
Yes. Go to: Ezidebit Report or Direct Debit Tab in the customer profile.
Here you can:

• Use Edit to adjust the scheduled amount

• Or Void the payment completely

5. How can I see a list of failed payments?

• If using Ezidebit, go to: Ezidebit Report → Filter by Failed Payment Status.

6. What happens when a payment fails?
For Ezidebit users:

• The default action is to retry the payment in 3 business days.

• For other options, contact your Ezidebit account manager.

Xero

1. Does First Class sync automatically with Xero?

Yes, if you have have auto sync enabled in your settings, the system will automatically sync 2 times per day at 12 am ans 12pm.

2. What data is shared between First Class and Xero

Invoices----> From First Class to Xero 

Credit notes----> From First Class to Xero

Payments------> Both directions

Note-By default, reconciled payments in Xero will flow into First Class. However, you can set up specific payment types to flow from First Class into Xero. This can be used for payments that are auto-reconciled in First Class such as credit card or direct debit payments.