Billing

Key fields

• Fee kind - each tab = one kind. Tuition is recurring or upfront depending on the combo. Enrollment/Registration are always upfront at first invoice.
• Amount - price tag. For Tuition + Recurring the first invoice auto-prorates when a student enrolls mid-period (toggle in Business Rules).
• Pricing mode - how the line amount is computed. Per Month = flat periodic. Per lesson = count × rate (coming soon for Recurring). Per course = single total (for courses with a defined period).
• Billing cadence - when the invoice cuts. Upfront = once at enrollment. Recurring = every period (cycle + timing set workspace-wide in Business Rules). Some combos are locked: Per Month must be Recurring, Per course must be Upfront, open-ended Weekly courses must be Recurring.
• Status - Active fees apply to new classes. Identity fields (kind, course, location, pricing, cadence) can't be edited after creation - delete and recreate instead.

Key fields

• Ledger - Every invoice, payment, credit memo, and refund for this account, ordered chronologically. Voided rows are hidden by default; toggle 'Include voided' to surface them for audit.
• Quick actions - The toolbar above the grid lets you create a new invoice, payment, credit memo, or refund for the account without leaving the statement. Payments / credit memos / refunds light up when the Phase 3 module ships.
• Running balance - The last column shows what the account owes after each transaction. Positive numbers are debt; negative numbers are credit in the account's favor.

Key fields

• Per-location numbering - Every invoice, payment, credit memo and refund has its own sequence per location. Set 'Include location in prefix' under Your business rules to surface the location code in the formatted number.
• Tax is stamped at creation - Each line item saves a snapshot of the tax rate at the moment you click Save. Editing the Tax Category later never retroactively changes historical invoices.
• Total vs Balance - Total is what the customer owes when the invoice is issued. Balance is what's still outstanding after payments are allocated. A fully-paid invoice has Balance = 0 and status 'Paid'.
• Voided invoices - Voiding doesn't delete the row; it flips the status to 'Void' and rolls back the account's open balance. Toggle 'Include voided' to see them in the list for audit.

Key fields

• FIFO allocation - Payments always apply to the oldest open invoice first (by due date, then number). You don't manually pick which invoice to pay; the engine does it for you and the rules can never get out of sync.
• Credit balance - When a payment exceeds what's owed, the surplus sits on the account as credit balance until you create the next invoice, at which point it sweeps in automatically. Refunds drain credit balance back to the customer as cash.
• Voiding a payment - Unwinds every allocation it created, restoring the affected invoices to their previous state, and removes the payment from balance totals. The row stays for audit. Cannot be undone.
• Credit memo vs refund - A credit memo reduces what an account owes without any cash moving (use it for billing corrections, cancelled services). A refund is cash going back out the door - Admin-only because it's destructive.

Key fields

• Engine status - The green check means both the feature flag and the scheduled job are on. If either is off, the card turns amber with a link to flip it back on.
• Schedule - The exact day the job fires, plus whether you bill in advance (period not yet started) or in arrears (period finished). Changing this in Business Rules moves every future run at once.
• Last run - Invoices OK vs skipped vs errored. Skipped usually means 'already billed this period' or 'student paused'; errors are worth clicking into.
• History - Every scheduled and manual run with its counts. Click a row to drill into the invoices it produced.

Key fields

• Levels - The progression (1 → 4) mirrors real-world escalation. Each level has its own message tone; the customer sees a single thread, not four robots.
• Approval queue - Invoices sitting at the approval level show up in the red banner at the top. Review, then approve to fire the next reminder. Anything below the gate auto-advances.
• Pause - Temporarily stops the escalation on a specific invoice - staff promises a payment plan, customer asked for a grace period, etc. Resume when ready; the level doesn't reset.
• Invoice history - Each invoice's dunning history lives on the invoice detail page. Use it to answer 'when did we last nudge this customer?' without digging through notification logs.

Key fields

• Per-(account, location) rows - An account with kids in two locations appears twice, once per sede. Filter by location to see only the debt that's 'yours'. The location pill on the left makes the bucket explicit.
• At risk? (red triangle) - True when the account has a student marked as consecutively absent (≥3 absences in a 30-day rolling window). It's the leading indicator that the family is about to stop showing up AND stop paying - chase those first.
• Overdue pill - Color-coded by age: ≤30 days yellow, 31-60 days orange, 61+ days red. Use the 'Min days overdue' filter to focus on the worst offenders.
• Payer rating - A summary of the account's historical payment behavior (Excellent / Good / Fair / Poor / Bad). Combine with the at-risk flag to triage: 'Bad' rating + at-risk flag = top priority outreach.
• Row click - Drills into the account detail page so you can see the full ledger, send a reminder, or post a payment without leaving the workflow.