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Billing: Getting Started

"Billing" is the menu section where a workspace administrator sets up what the school sells and at what price, sells passes and subscriptions, issues invoices, grants discounts and credits, and accepts online payments.

⚠️ The section is visible only to staff who have the required permissions, and only when the related workspace modules are enabled (for example, "Manage billing plans", "Manage invoices"). If the menu item is missing or the page shows "Access denied", contact your workspace administrator.

The section contains the following items:

Menu item Purpose
Plans What the workspace sells and at what price
Passes One-time sale of classes to a client
Subscriptions Regular automatic invoicing
Invoices All invoices for passes and subscriptions, plus manual invoices for any items
Discounts & Fees Discounts that lower the price and fees that raise it
Credits Money the school owes a payer, deducted from their next invoices
Merchant Accounts Payment accounts (Stripe, LiqPay, bank transfer) for paying invoices
Overdue Payments Automatic actions for unpaid invoices: reminders, late fees, pass suspension or enrollment cancellation (appears when the module is enabled)

Recommended order for the initial setup:

  1. Connect a merchant account if clients will pay online or by bank transfer.
  2. Create a plan and set its price.
  3. If needed, create discounts and fees.
  4. Sell passes or set up subscriptions.
  5. Track payments in Invoices, and handle refunds through Credits.
  6. If needed, set up actions for overdue payments.

How payers pay invoices on their side is described in the guide Paying Invoices for Payers.

Steps

  1. Log in to the platform as a workspace administrator.
  2. Go to Settings -> Workspace Modules.
  3. Enable the following modules:
    - Billing
    - Bank Transfer
    - Billing Notifications
    - Credits
    - Discounts & Fees
    - Invoices
    - LiqPay
    - Merchant Accounts
    - Overdue Payments
    - Passes
    - Stripe
    - Subscriptions
  4. Go to Settings -> ACL Manage and check that the required permissions for the relevant modules are granted to the right workspace roles.
  5. A new "Billing" item appears in the navigation menu. Open it and select the item you need.
  6. To change which columns a list shows, click "Customize View" at the top right of the table.
  7. In the dialog, select the columns to show and clear the ones to hide. To change the column order, drag a row by the ⠿ icon.
  8. Click "Apply". To restore the default set of columns, click "Reset to Default".
  9. To narrow the list, click "Filters" and choose the conditions. When two or more filters are applied, a "Clear Filters" button appears.
  10. Actions on a single record (edit, view details, remove, etc.) open from the Actions button in the record's row.
  11. If you close a form with changed but unsaved data, the platform asks "Discard Changes?". Click "Keep Editing" to return to the form, or confirm leaving without saving.