Setting Up Actions for Overdue Payments

Overdue Payments let you set what happens when an invoice remains unpaid after its due date: a reminder to the payer, a late fee, pass suspension or enrollment cancellation. Each action fires on its own day after the due date, so together they form a sequence of steps.

⚠️ The "Overdue Payments" menu item appears only when the corresponding module is enabled for the workspace and the staff member has permission to manage this section.

Steps

1. Open "Billing" → "Overdue Payments" and click "Add Action".
2. In the "Days After Due Date" field, specify on which day after the due date the action fires (from 1). "1" means the day after the due date.
3. In the "Action" field, choose what happens on that day:
   • "Send Reminder" — the payer receives a reminder email.
   • "Add Late Fee" — a separate late fee invoice linked to the original one is created. Be sure to fill in "Amount" — how much the late fee charges. "Late Fee Due In (Days)" — how many days after the fee is created the payer has to pay it; a blank field means it is due immediately.
   • "Suspend Passes" — the passes from the overdue invoice are suspended and the place in the plan is freed. To suspend only the passes of a specific plan, select it in the "Plan to Suspend" field; if the field is left blank, all passes from the overdue invoice are suspended.
   • "Cancel Enrollment" — the invoice and its passes are cancelled and the place is freed.
4. In the "Applies To" field, keep "Whole Workspace" or select a class, section or program. Actions set for a class, section or program override the Whole Workspace actions for their invoices.
5. If needed, add a "Note" — an optional comment for the action. For a late fee, it is shown on the invoice.
6. Click "Add Action" and make sure it appears in the list with the "Active" status.
7. Check the result in the invoices: every day the platform reviews unpaid invoices, each action fires once per invoice, and a record of it appears in the invoice history. "Suspend Passes" and "Cancel Enrollment" do not apply to partially paid invoices.

Managing Actions

Steps

1. In the list, click in the action's row.
2. Select the action you need:
   • "Edit" — opens the "Edit Step" dialog, where you can change the settings.
   • "Details" — which invoices this step has already been applied to and what exactly happened.
   • "Disable" / "Enable" — a disabled step no longer fires on any invoice, and the rest of the sequence keeps running.
   • "Remove" — the step no longer fires. If it has already fired for at least one invoice, it is not removed but disabled instead, to keep the history of those invoices.
3. For "Disable" and "Remove", confirm the action in the dialog with "Disable Step" or "Remove Step".