• Invoice generation date: February 28th

• Invoices generated: March billing period

On February 28th, invoices will generate for all students enrolled in perpetual classes that run during March.

Important: Invoice Cut-Off Rule

Automated payment scheduling only applies to invoices created during the invoice generation process.

If an invoice is created after the perpetual invoice generation date (for example via Weekly View, manual booking, or enrolment changes):

• The invoice will generate.

• It will not be automatically scheduled for payment.

• It will not be automatically deducted in the following month.

• Payment must be collected manually.

Will It Be Charged Next Month Instead?

No.

Automated billing only schedules invoices for the next billing period, not outstanding invoices from the current period.

Using the example above:

• A booking made on March 5th creates a March invoice.

• That invoice will not be automatically deducted in April.

• It must be collected manually.

Why This Happens

First Class operates on a payment-in-advance model.

Invoices created during the current billing period are expected to be collected immediately.

If your primary booking method is online booking, this is not typically an issue, as payment is required to complete the booking.

However, if you use Weekly View bookings, you must ensure payment is collected for invoices created within the current billing period.

How to Collect Payment for These Invoices

You have three main options:

1️⃣ Charge the Saved Payment Method

Use the Charge option to process payment against the customer’s saved card (if one exists).

2️⃣ Manual Portal Payment

Direct the customer to log into their portal or app and pay the invoice manually.

3️⃣ Take Payment at Booking

Collect payment immediately via:

• EFTPOS

• Cash

• Bank transfer

Best Practice Recommendation

To reduce missed payments:

• Set your invoice generation date late in the month (e.g., 27th–28th).

• Train staff to check for invoices created during the current billing period.

• Use the Charge function where possible to reduce administration.

• Encourage online bookings where payment is required upfront.

How Invoice Amounts Are Calculated

Invoice totals depend on the fee calculation method selected in the class settings.

Per Class

The system counts how many classes are scheduled within the billing period and invoices accordingly.

Per Month

A fixed monthly amount is charged.

If a student enrols mid-month, the system automatically pro-rates the monthly fee.

Direct Debit & Payment Tokens

Automated scheduling of payments only occurs if the customer has a saved payment token.

If a customer:

• Has a saved payment method → the invoice status becomes Scheduled.

• Does not have a saved payment method → the invoice will generate but will not be scheduled.

If a saved payment method later becomes invalid (expired/stolen), the invoice will still schedule, and the failure will occur at the payment attempt stage.

Invoice → Payment Lifecycle

1. Invoice generates.

2. If a valid token exists, the invoice moves to Scheduled.

3. Payment is attempted on the Payment Date set in your Perpetual Billing Settings.

If Payment Fails

• The invoice remains in Scheduled status.

• If Auto Re-Try is enabled, a retry occurs within 3 business days.

• If the retry fails, staff must manually re-schedule payment.

• If Auto Re-Try is disabled, staff must revert the invoice to Pending and collect payment manually.

Suspensions

Suspensions are managed via credits.

Important:

• Credits must be applied before invoice generation.

• Billing is not automatically reduced for suspensions.

• The full invoice generates and the credit reduces the balance owing.

Cancellations

Perpetual billing operates on a payment-in-advance model.

Best practice:

• Require cancellation notice at least 5 days before the end of the month.

• If invoice generation runs before cancellation is processed, the next billing period will be invoiced.

If invoiced but not yet billed, you may:

• Delete the invoice.

• Void the scheduled payment.

Otherwise, refunds or credits may be applied as a business decision.

Multiple Enrolments

Each enrolment generates an individual invoice.

If a student is enrolled in multiple classes, separate invoices will be created and processed independently.

Zero-Class Months

If no classes are scheduled within a billing period:

• No invoice will be generated (for either billing method).

Product & Term-Based Invoicing

Product purchases are not automatically deducted.
Payment should be taken at the point of purchase.

Term-based invoices are not automatically billed.
They can be paid manually by the customer or processed using the Charge option, but they are not part of the automated perpetual billing cycle.