Billing Automation Guide

Overview

The Billing Automation feature provides automated invoice payment reminders, status progression, and optional auto-cancellation for overdue invoices. This system helps schools reduce manual follow-up work while ensuring consistent communication with families about outstanding invoices.

Key Features

• Automated Due Date Calculation: Invoices automatically calculate due dates based on configurable default settings
• Pre-Due Reminders: Send reminder emails before invoices are due (configurable intervals)
• Overdue Reminders with Status Progression: Automatically progress invoice statuses and send escalating reminders for overdue invoices
• Auto-Cancellation: Optionally cancel severely overdue invoices automatically
• Partial Payment Handling: Option to continue or stop reminders when partial payments are received
• Per-Invoice Override: Administrators with appropriate permissions can enable/disable automation for individual invoices
• Permission-Based Control: Granular permission system controls who can modify automation settings

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Configuration

Accessing Billing Settings

1. Navigate to Settings → Automation Settings
2. Click on the Billing Settings tab
3. Configure your preferred automation rules

Note: Any administrator with access to Settings can view and modify Billing Settings. The manage-billing-automation permission only controls per-invoice overrides.

Available Settings

Invoice Defaults

Setting	Description	Default Value
Default Due Date (Days After Creation)	Number of days after invoice creation that payment is due	90 days
Enable Automation by Default on New Invoices	When enabled, new invoices will have automated reminders turned on by default	Enabled

Pre-Due Date Reminders

Setting	Description	Default Value
Enable Pre-Due Date Reminders	Master toggle for all pre-due reminders	Enabled
First Pre-Due Reminder (Days Before)	Days before due date to send first reminder	14 days
Second Pre-Due Reminder (Days Before)	Days before due date to send second reminder	7 days
Third Pre-Due Reminder (Days Before)	Days before due date to send third reminder	1 day

Overdue Reminders & Status Progression

Setting	Description	Default Value
Enable Overdue Reminders	Master toggle for overdue reminders and status progression	Enabled
First Overdue Reminder (Days After)	Days after due date to send first overdue notice and change status to "First"	7 days
Second Overdue Reminder (Days After)	Days after due date to send second overdue notice and change status to "Second"	14 days
Final Overdue Reminder (Days After)	Days after due date to send final overdue notice and change status to "Final"	30 days

Important: When overdue reminders are sent, the invoice status automatically progresses through: Unpaid → First → Second → Final → Collections

Auto-Cancellation

Setting	Description	Default Value
Enable Auto-Cancellation	Automatically cancel invoices after a specified period	Disabled
Auto-Cancellation Threshold (Days After Final)	Days after final notice to automatically cancel invoice	60 days

Warning: Auto-cancelled invoices cannot be automatically restored. This action is logged in the invoice comments and activity log.

Partial Payment Options

Setting	Description	Default Value
Disable Reminders on Partial Payment	Stop sending reminders when any payment is received, even if invoice isn't fully paid	Disabled

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How It Works

Invoice Creation

When a new invoice is created:

1. Due Date: Automatically calculated based on the "Default Due Date" setting

   • Example: If set to 90 days and invoice created on January 1st, due date will be April 1st

2. Automation Toggle: The "Enable Automated Reminders" checkbox defaults to the system setting

   • Administrators with manage-billing-automation permission can override this per invoice
   • Administrators without this permission cannot see or change this toggle

Daily Automation Processing

The billing automation system runs once daily. Here's what happens:

1. Pre-Due Reminders (if enabled)

The system checks all unpaid invoices with automation enabled and due dates in the future:

• 14 days before due date: Sends "Invoice Due Reminder" email
• 7 days before due date: Sends "Invoice Due Reminder" email
• 1 day before due date: Sends "Invoice Due Reminder" email

Note: Only invoices that match the exact day interval will receive reminders. If an invoice becomes unpaid 8 days before its due date, it will only receive the 7-day and 1-day reminders.

2. Overdue Reminders & Status Progression (if enabled)

The system checks all overdue invoices with automation enabled:

First Overdue Notice (default: 7 days overdue)

• Sends: "Invoice First Overdue Notice" email
• Status changes: Unpaid → First (1st Notice)

Second Overdue Notice (default: 14 days overdue)

• Sends: "Invoice Second Overdue Notice" email
• Status changes: First → Second (2nd Notice)

Final Overdue Notice (default: 30 days overdue)

• Sends: "Invoice Final Overdue Notice" email
• Status changes: Second → Final (Final Notice)

Collections (after final notice)

• No email sent automatically
• Status changes: Final → Collections

3. Auto-Cancellation (if enabled)

After the auto-cancellation threshold is reached (default: 60 days after final notice):

• Invoice status changes to Cancelled
• Comment automatically added to invoice with the date and days overdue
• Activity logged for audit trail
• No email notification sent (invoice is already in collections)

Status Progression Flow

Unpaid → First → Second → Final → Collections → Cancelled

Each transition is triggered by the configured day intervals and sends the appropriate notification email.

Reminder Tracking

Each invoice tracks:

• Last Reminder Sent: Timestamp of the most recent reminder email
• Reminder Count: Total number of reminders sent for this invoice
• Automation Enabled: Whether automation is active for this invoice

Partial Payment Handling

When a payment is received on an invoice:

If "Disable Reminders on Partial Payment" is OFF (default):

• Reminders continue until invoice is fully paid
• Status progression continues normally

If "Disable Reminders on Partial Payment" is ON:

• No further reminders are sent once any payment is received
• Invoice status does not automatically progress
• Useful when you want families to pay in installments without constant reminders

Manual Overrides

Administrators can always manually:

• Change invoice status regardless of automation rules
• Mark invoices as paid, cancelled, or any other status
• Disable automation for specific invoices (if they have manage-billing-automation permission)
• Edit comments or due dates

Important: Manual status changes are respected by the automation system. If you manually change a status, automation will not override it unless the invoice meets the criteria for the next status in the progression.

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Permission System

manage-billing-automation Permission

Purpose: Controls who can enable/disable automated reminders on individual invoices.

What it controls:

• ✅ Visibility of "Enable Automated Reminders" checkbox when creating invoices
• ✅ Visibility of "Enable Automated Reminders" checkbox when editing invoices
• ✅ Ability to override system default automation setting per invoice

What it does NOT control:

• ❌ Access to Billing Settings in Automation Settings (controlled by settings permission)
• ❌ Ability to configure system-wide automation rules
• ❌ Viewing of invoices or invoice reports

Permission Assignment

By default, the manage-billing-automation permission is automatically assigned to all roles that have the settings permission.

To modify permission assignment:

1. Navigate to Administrators → Roles
2. Select the role you want to modify
3. Find "Manage Invoice Automation" under the Invoice permission category
4. Check or uncheck to grant or revoke permission
5. Save changes

Use Cases

Scenario 1: Full Automation Control

• Role: Administrator, Billing Manager
• Permissions: settings + manage-billing-automation
• Can: Configure system settings AND override automation per invoice

Scenario 2: System-Wide Configuration Only

• Role: Finance Director
• Permissions: settings (but NOT manage-billing-automation)
• Can: Configure system-wide billing automation rules
• Cannot: Override automation on individual invoices

Scenario 3: Invoice Management Without Automation Control

• Role: Front Desk Staff
• Permissions: add-invoice, edit-invoice (but NOT manage-billing-automation)
• Can: Create and edit invoices
• Cannot: See or change the automation toggle (uses system default)

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Email Templates

The billing automation system uses four email templates that can be customized in Settings → Notification Settings → Email Templates.

Template: Invoice Due Reminder

Used for: Pre-due date reminders (14 days, 7 days, 1 day before due)

Available Merge Fields:

Invoice Fields:

• {$invoice_id} - Invoice ID number
• {$invoice_date} - Invoice creation date
• {$invoice_due_date} - Payment due date
• {$invoice_subtotal} - Invoice subtotal amount
• {$invoice_balance} - Remaining balance
• {$invoice_payment_link} - Direct link to pay invoice online
• {$invoice_link} - Link to view invoice (clickable HTML link)
• {$invoice_status} - Current invoice status
• {$comments} - Invoice comments/notes

User/Client Fields:

• {$fullname} - Client full name
• {$firstname} - Client first name
• {$lastname} - Client last name
• {$email} - Client email address
• {$grade} - Student grade level
• {$school} - Student school/building

System Fields:

• {$districtname} - Your district/organization name
• {$manage_url} - Link to parent portal
• {$date} - Current date
• {$time} - Current time

Default Subject: Payment Reminder - Invoice #{$invoice_id} Due Soon

Recommended Content:

Dear {$fullname},

This is a friendly reminder that Invoice #{$invoice_id} for ${$invoice_subtotal}
is due on {$invoice_due_date}.

Please ensure payment is received by the due date to avoid late notices.

You can view and pay your invoice online at:
{$invoice_payment_link}

Thank you!

Template: Invoice First Overdue Notice

Used for: First overdue reminder (default: 7 days after due date)

Available Merge Fields: Same as "Invoice Due Reminder"

Default Subject: First Notice - Invoice #{$invoice_id} Now Overdue

Recommended Content:

Dear {$fullname},

Invoice #{$invoice_id} for ${$invoice_subtotal} was due on {$invoice_due_date}
and is now overdue.

Please remit payment as soon as possible to avoid further notices.

Current Balance Due: ${$invoice_balance}

Pay online at:
{$invoice_payment_link}

If you have already sent payment, please disregard this notice.

Template: Invoice Second Overdue Notice

Used for: Second overdue reminder (default: 14 days after due date)

Available Merge Fields: Same as "Invoice Due Reminder"

Default Subject: Second Notice - Invoice #{$invoice_id} Seriously Overdue

Recommended Content:

Dear {$fullname},

This is your second notice that Invoice #{$invoice_id} for ${$invoice_subtotal}
remains unpaid. The original due date was {$invoice_due_date}.

Immediate payment is required to avoid escalation.

Current Balance Due: ${$invoice_balance}

Pay online at:
{$invoice_payment_link}

If you need to discuss payment arrangements, please contact our office.

Template: Invoice Final Overdue Notice

Used for: Final overdue reminder (default: 30 days after due date)

Available Merge Fields: Same as "Invoice Due Reminder"

Default Subject: Final Notice - Invoice #{$invoice_id} Requires Immediate Payment

Recommended Content:

Dear {$fullname},

FINAL NOTICE

Invoice #{$invoice_id} for ${$invoice_subtotal} remains unpaid. This is your
final notice before this account moves to collections status.

Original Due Date: {$invoice_due_date}
Current Balance Due: ${$invoice_balance}

Please remit payment immediately to avoid collections action.

Pay online at:
{$invoice_payment_link}

If you are experiencing financial hardship, please contact our office immediately
to discuss payment arrangements.

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Reports

Cancelled Invoices Report

Access: Reports → View Reports → Cancelled Invoices

Purpose: View all cancelled invoices and distinguish between manually cancelled and auto-cancelled invoices.

Columns:

• Invoice ID: Clickable link to invoice details
• Date: Invoice creation date
• Due Date: Original payment due date
• Cancelled Date: Date invoice was cancelled
• Client: Client name
• Local ID: Student ID or client identifier
• Grade: Student grade level
• Building: School building
• Amount: Invoice total
• Type: "Auto-Cancelled" or "Manual"
• Days Overdue: Number of days overdue at cancellation (auto-cancelled only)

Filtering: Use dropdown filters to view by specific grade, building, or cancellation type

Export: Reports can be exported to Excel, CSV, or PDF format

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FAQ

Can I customize the reminder intervals?

Yes! All reminder intervals are configurable in Settings → Automation Settings → Billing Settings.

What happens if I manually change an invoice status?

The automation system respects manual changes. If you manually change a status, automation will continue from that point following the normal progression rules.

Can I disable automation for a specific client?

Yes, if you have the manage-billing-automation permission, you can disable automation on any invoice by unchecking "Enable Automated Reminders" when creating or editing the invoice.

Do reminders continue if a partial payment is made?

This depends on the "Disable Reminders on Partial Payment" setting:

• OFF (default): Reminders continue until fully paid
• ON: Reminders stop after any payment

What happens to paid invoices?

Paid invoices are automatically excluded from automation. Once an invoice is marked as "Paid", no further reminders are sent regardless of other settings.

Can I restore an auto-cancelled invoice?

Yes, you can manually change the status of any invoice. Simply edit the invoice and change the status from "Cancelled" to your desired status. The invoice comments will show it was auto-cancelled, but you can continue processing it.

How do I stop all automation temporarily?

Disable the three master toggles in Billing Settings:

• Disable Pre-Due Reminders
• Disable Overdue Reminders
• Disable Auto-Cancellation

Are automation actions logged?

Yes! All automation actions are logged in the activity log. You can review these in the Activity Log to see exactly what emails were sent and when statuses changed.

What if an invoice has no due date?

Invoices without a due date are automatically excluded from all automation processes. The due date field is required when creating new invoices.

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Best Practices

Configuration Recommendations

1. Start Conservative: Begin with longer intervals and adjust based on parent feedback

   • Example: 14, 7, 3 days pre-due instead of 14, 7, 1
   • Example: 10, 21, 45 days overdue instead of 7, 14, 30

2. Customize Email Templates: Personalize templates to match your school's tone and policies

3. Educate Staff: Train staff on permission system and manual override capabilities

Parent Communication

1. Notify Parents: Send announcement before enabling automation explaining:

   • What to expect (reminder emails)
   • How to make payments online
   • Who to contact for payment questions

2. Provide Payment Options: Ensure online payment portal is accessible and working

3. Offer Payment Plans: Consider disabling automation for families with arranged payment plans

4. Be Flexible: Use the per-invoice override for special situations

Maintenance

1. Regular Review: Monthly review of:

   • Cancelled invoices report
   • Email template effectiveness

2. Adjust Settings: Modify intervals based on:

   • Parent feedback
   • Payment rate improvements
   • Seasonal considerations (summer break, etc.)

3. Monitor Collections: Track how many invoices reach Collections status

   • High numbers may indicate intervals are too aggressive
   • Low numbers may indicate settings are working well

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Troubleshooting

Reminders Not Being Sent

• Check Invoice Settings: Verify "Enable Automated Reminders" is checked on the invoice
• Check Global Settings: Ensure master toggles are enabled in Settings → Automation Settings → Billing Settings
• Check Email Templates: Verify all four invoice automation templates exist in Settings → Notification Settings
• Check Invoice Criteria: Invoice must have a due date, be unpaid, and not be cancelled

Status Not Progressing

• Check Invoice Status: Invoice status must match the expected previous status for progression
• Check Overdue Reminders Setting: Ensure "Enable Overdue Reminders" is turned on
• Manual Changes: If you manually changed the status, automation continues from that point

Invoices Auto-Cancelled Too Soon

• Review Threshold: Check the Auto-Cancellation Threshold setting and increase if needed
• Disable If Not Needed: Turn off auto-cancellation entirely if you prefer manual control

Permission Issues

• Cannot See Automation Toggle: Your role needs the manage-billing-automation permission
• Cannot Access Billing Settings: Your role needs the settings permission

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Support

For additional assistance with billing automation:

1. Check the Activity Log for automation-related entries
2. Review the Troubleshooting section above
3. Verify all email templates are properly configured
4. Contact Manage1to1 support with:
   • Screenshots of your settings
   • Relevant activity log entries
   • Specific invoice IDs experiencing issues