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Billing Settings Tab

The Billing Settings tab controls automated invoice payment reminders, status progression, and optional auto-cancellation for overdue invoices. This is where you configure how Manage1to1 communicates with families about outstanding balances.

Permission Required

To access the Billing Settings tab, you need the Manage Settings permission assigned to your role.

Understanding Billing Automation​

Think of Billing Automation as your automated accounts receivable assistant - it handles reminder emails, progresses invoice statuses, and optionally cancels severely overdue invoices, all without manual intervention.

What billing automation controls:

  • When invoices are due by default
  • Pre-due date reminder schedule (before invoice is overdue)
  • Overdue reminder schedule with automatic status progression
  • Optional automatic cancellation of unpaid invoices
  • How partial payments affect reminders

Why billing automation matters:

  • Consistency - Every family receives the same reminder schedule
  • Efficiency - Eliminates manual reminder emails and status updates
  • Accuracy - Invoices progress through statuses automatically based on payment status
  • Cash Flow - Timely reminders improve payment rates

Invoice Defaults​

Default Due Date (Days After Creation)​

Specifies how many days after invoice creation the payment is due.

What it controls:

  • The default due date automatically calculated when creating new invoices
  • Starting point for all pre-due and overdue reminder calculations

Default: 90 days

Best practice: Set this based on your district's payment terms. Common values:

  • 30 days - Standard net-30 terms for quick turnaround
  • 60 days - Balanced approach for most districts
  • 90 days - Longer payment window for families (recommended for schools)

Example: Set to 90 days - Invoice created January 1st will have a due date of April 1st.

tip

Existing invoices without due dates are excluded from automation. The automation only applies to invoices with due dates set.

Enable Automation by Default on New Invoices​

Controls whether the "Enable Automated Reminders" checkbox is checked by default when creating new invoices.

What it controls:

  • The default state of automation for newly created invoices
  • Does not affect existing invoices

Default: Enabled

When to disable:

  • If you only want automation on specific invoice types
  • When testing automation and want to manually opt-in
  • If most invoices should NOT have automated reminders

Note: Administrators with the Manage Invoice Automation permission can override this per-invoice setting. See Permission System below.

Pre-Due Date Reminders​

Pre-due reminders are sent BEFORE the invoice due date to give families advance notice.

Enable Pre-Due Date Reminders​

Master toggle to enable or disable all pre-due date reminders.

What it controls:

  • Whether ANY pre-due reminders are sent
  • When disabled, invoices will only send overdue reminders (if enabled)

Default: Enabled

When to disable:

  • During testing or initial setup
  • If you only want to send reminders after invoices are overdue
  • Temporarily to pause all pre-due communications

First Pre-Due Reminder (Days Before)​

Number of days before the due date to send the first reminder.

What it controls:

  • First advance warning to families about upcoming payment

Default: 14 days before due date

Email Template Used: "Invoice Due Reminder"

Best practice: Send 1-2 weeks before due date to give families time to budget.

Example: Invoice due April 1st → First reminder sent March 18th

Second Pre-Due Reminder (Days Before)​

Number of days before the due date to send the second reminder.

What it controls:

  • Follow-up reminder as due date approaches

Default: 7 days before due date

Email Template Used: "Invoice Due Reminder"

Best practice: Send approximately one week before due date.

Example: Invoice due April 1st → Second reminder sent March 25th

Third Pre-Due Reminder (Days Before)​

Number of days before the due date to send the final pre-due reminder.

What it controls:

  • Final advance notice before invoice becomes overdue

Default: 1 day before due date

Email Template Used: "Invoice Due Reminder"

Best practice: Send day before or 2-3 days before as final notice.

Example: Invoice due April 1st → Third reminder sent March 31st

Timing Precision

Reminders are sent when the invoice is EXACTLY the specified number of days before due date. If you set "14 days before" and check the invoice 15 days before, no reminder will send until it's exactly 14 days before.

Overdue Reminders & Status Progression​

Overdue reminders are sent AFTER the invoice due date and automatically progress the invoice status.

Enable Overdue Reminders​

Master toggle to enable or disable overdue reminders and automatic status progression.

What it controls:

  • Whether overdue reminders are sent
  • Whether invoice statuses automatically progress
  • When disabled, invoices will remain in "Unpaid" status indefinitely

Default: Enabled

When to disable:

  • During testing or initial setup
  • If you handle collections manually
  • Temporarily to prevent status changes
warning

When overdue reminders are enabled, invoice statuses will automatically progress through: Unpaid → First (1st Notice) → Second (2nd Notice) → Final (Final Notice) → Collections

First Overdue Reminder (Days After)​

Number of days after the due date to send the first overdue notice.

What it controls:

  • First notification that invoice is overdue
  • Automatically changes status from Unpaid to First (1st Notice)

Default: 7 days after due date

Email Template Used: "Invoice First Overdue Notice"

Best practice: Allow a grace period (5-10 days) for payments in transit before marking overdue.

Example: Invoice due April 1st → First overdue notice sent April 8th → Status changes to "First"

Second Overdue Reminder (Days After)​

Number of days after the due date to send the second overdue notice.

What it controls:

  • Second escalation notification
  • Automatically changes status from First to Second (2nd Notice)

Default: 14 days after due date

Email Template Used: "Invoice Second Overdue Notice"

Best practice: Escalate reminders approximately weekly to maintain consistent communication.

Example: Invoice due April 1st → Second overdue notice sent April 15th → Status changes to "Second"

Final Overdue Reminder (Days After)​

Number of days after the due date to send the final overdue notice.

What it controls:

  • Final warning before collections
  • Automatically changes status from Second to Final (Final Notice)

Default: 30 days after due date

Email Template Used: "Invoice Final Overdue Notice"

Best practice: Send final notice 3-4 weeks overdue to allow families to make arrangements.

Example: Invoice due April 1st → Final notice sent May 1st → Status changes to "Final"

Status Progression After Final Notice

After the final notice, invoices automatically progress to Collections status. No email is sent for this status change - it's an internal designation that the invoice is severely overdue.

Auto-Cancellation​

Auto-cancellation automatically cancels invoices that remain unpaid after a specified threshold.

Enable Auto-Cancellation​

Master toggle to enable or disable automatic invoice cancellation.

What it controls:

  • Whether severely overdue invoices are automatically cancelled
  • When disabled, invoices remain in "Collections" status indefinitely

Default: Disabled (off)

When to enable:

  • When you have a policy to write-off very old unpaid invoices
  • To keep your active invoice list clean
  • When invoices beyond a certain age are no longer collectible

When to keep disabled:

  • If you manually review each cancellation
  • When you use external collections agencies
  • If your policy requires board approval for write-offs
Irreversible Action

Auto-cancelled invoices can be manually restored by changing the status, but the action itself is logged. Review cancelled invoices regularly using the Cancelled Invoices Report (Reports > View Reports).

Auto-Cancellation Threshold (Days After Final)​

Number of days after the final notice to automatically cancel the invoice.

What it controls:

  • How long invoices remain in "Collections" before cancellation
  • Measured from when final notice was sent, not from original due date

Default: 60 days after final notice

Best practice: Set based on your district's write-off policy:

  • 30-60 days - Aggressive collections cycle
  • 90-120 days - Balanced approach
  • 180+ days - Extended collections period

Example: Final notice sent May 1st → Invoice auto-cancelled July 1st (60 days later)

What happens when cancelled:

  • Invoice status changes to Cancelled
  • Comment automatically added: "Invoice automatically cancelled on [date] after [X] days overdue."
  • Activity logged for audit trail
  • Invoice appears in Cancelled Invoices report with "Auto-Cancelled" designation

Partial Payment Options​

Disable Reminders on Partial Payment​

Controls whether reminders stop when any payment is received, even if the invoice isn't fully paid.

What it controls:

  • Whether reminders continue when invoice has a partial payment
  • Whether status progression continues after partial payment

Default: Disabled (reminders continue)

When ENABLED (reminders stop on partial payment):

  • ✅ Family makes $50 payment on $100 invoice
  • ✅ Reminders stop immediately
  • ✅ Status does not progress
  • ✅ Good for installment payment plans

When DISABLED (reminders continue):

  • ✅ Family makes $50 payment on $100 invoice
  • ❌ Reminders continue for remaining $50
  • ❌ Status progresses based on original due date
  • ✅ Good for ensuring full payment

Best practice:

  • Enable if you offer payment plans and want families to pay in installments
  • Disable (default) if you expect full payment by due date
Working with Payment Plans

For families on formal payment plans, consider:

  1. Disabling automation on that specific invoice (requires Manage Invoice Automation permission), OR
  2. Enabling "Disable Reminders on Partial Payment" globally if most families make partial payments

Permission System​

Who Can Access Billing Settings?​

Any administrator with the "Manage Settings" permission can:

  • ✅ View the Billing Settings tab
  • ✅ Modify all system-wide automation rules
  • ✅ Enable/disable automation features
  • ✅ Change reminder intervals

This is intentionally accessible to settings managers because billing automation is a system-wide configuration that affects all invoices.

Who Can Override Automation Per Invoice?​

Only administrators with the "Manage Invoice Automation" permission can:

  • ✅ See the "Enable Automated Reminders" checkbox when creating invoices
  • ✅ Enable or disable automation for specific invoices
  • ✅ Override the system default on a per-invoice basis

Administrators WITHOUT this permission:

  • ❌ Cannot see the automation checkbox
  • ❌ Cannot override automation settings
  • ✅ Invoices they create use the system default

Why this permission exists:

This allows you to:

  • Let settings managers configure system-wide rules
  • Restrict per-invoice overrides to senior billing staff
  • Prevent front-desk staff from accidentally disabling automation

Example scenarios:

RoleSettings PermissionManage Invoice AutomationWhat They Can Do
Finance Director✅ Yes✅ YesConfigure settings AND override per invoice
Front Desk❌ No❌ NoCreate invoices with automation (can't configure or override)
Billing Clerk❌ No✅ YesCreate invoices and toggle automation (can't configure settings)
System Admin✅ Yes✅ YesFull control of automation

How Automation Works​

Daily Processing​

Billing automation runs once per day at the time specified in the Default Daily Automation Time setting (Automation Settings tab).

What happens during each run:

  1. Pre-Due Reminders - Check all unpaid invoices with upcoming due dates

    • Send reminders for invoices exactly 14, 7, or 1 day(s) before due (based on settings)
    • Update reminder count and last reminder sent timestamp

  2. Overdue Reminders - Check all overdue invoices

    • Send appropriate overdue notice based on days overdue
    • Progress invoice status automatically
    • Update reminder count and last reminder sent timestamp

  3. Auto-Cancellation (if enabled) - Check invoices in Collections status

    • Cancel invoices beyond the threshold
    • Add cancellation comment to invoice
    • Log activity for audit trail

Automation runs for:

  • ✅ Invoices with automation_enabled = true
  • ✅ Invoices with a due date set
  • ✅ Invoices in unpaid statuses (Unpaid, First, Second, Final, Collections)

Automation SKIPS:

  • ❌ Invoices without a due date
  • ❌ Paid or Cancelled invoices
  • ❌ Invoices with automation_enabled = false
  • ❌ Invoices with partial payments (if "Disable Reminders on Partial Payment" is enabled)

Status Progression Flow​

Invoice Created (Due in 90 days)
    ↓
[14 days before due] → Pre-Due Reminder #1 sent
[7 days before due] → Pre-Due Reminder #2 sent
[1 day before due] → Pre-Due Reminder #3 sent
    ↓
Due Date Passes
    ↓
[7 days overdue] → First Overdue Notice → Status: Unpaid → First
[14 days overdue] → Second Overdue Notice → Status: First → Second
[30 days overdue] → Final Overdue Notice → Status: Second → Final
    ↓
[Auto-progression] → Status: Final → Collections
    ↓
[60 days after final] → Auto-Cancelled (if enabled) → Status: Cancelled

Manual Overrides​

Administrators can always manually:

  • ✅ Change any invoice status
  • ✅ Mark invoices as paid or cancelled
  • ✅ Modify due dates
  • ✅ Disable automation for specific invoices (with appropriate permission)

Automation respects manual changes:

  • If you manually change a status, automation continues from that point
  • If you mark an invoice as "Paid", automation stops entirely
  • If you manually set to "Cancelled", automation stops entirely

Example:

  • Invoice is 15 days overdue (status: "Second")
  • You manually change status to "Unpaid"
  • Next automation run will treat it as "Unpaid" and send first overdue notice

Email Templates​

Billing automation uses four email templates that you can customize in Settings > Notification Settings > Email Templates.

Invoice Due Reminder​

Used for: All pre-due date reminders (14, 7, and 1 day before)

When sent: Before invoice is overdue

Tone: Friendly reminder, advance notice

Customization tips:

  • Keep tone positive and helpful
  • Include payment portal link
  • Mention due date prominently

Invoice First Overdue Notice​

Used for: First overdue reminder (default: 7 days overdue)

When sent: When status changes from Unpaid → First

Tone: More firm, but still courteous

Customization tips:

  • State invoice is now overdue
  • Request immediate payment
  • Mention consequences of non-payment

Invoice Second Overdue Notice​

Used for: Second overdue reminder (default: 14 days overdue)

When sent: When status changes from First → Second

Tone: Escalated, serious

Customization tips:

  • Emphasize urgency
  • Mention impending final notice
  • Offer payment plan options

Invoice Final Overdue Notice​

Used for: Final overdue reminder (default: 30 days overdue)

When sent: When status changes from Second → Final

Tone: Very serious, last warning

Customization tips:

  • State this is the final notice
  • Warn of collections/cancellation
  • Provide clear path to resolve
  • Include contact information for payment questions

Best Practices​

Configuration Recommendations​

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

    • Example: Use 10, 21, 45 days overdue instead of 7, 14, 30
    • Gradually tighten intervals if needed

  2. Test First - Use test invoices and test email addresses before enabling for all invoices

    • Create several test scenarios
    • Verify email content and timing
    • Check status progression

  3. Communicate Changes - Notify families before enabling automation

    • Explain what reminders they'll receive
    • Provide payment options
    • Offer contact for questions

  4. Monitor Regularly - Review automation activity during first few weeks

    • Check activity log for errors
    • Review cancelled invoices report
    • Adjust settings based on results

Partial Payment Handling​

Scenario: District offers payment plans

  1. Enable "Disable Reminders on Partial Payment"
  2. Families make first payment and reminders stop
  3. Follow up manually or create new invoices for remaining installments

Scenario: District expects full payment

  1. Leave "Disable Reminders on Partial Payment" disabled (default)
  2. Reminders continue until invoice is fully paid
  3. Families are reminded about remaining balance

Seasonal Adjustments​

Consider temporarily disabling pre-due reminders during:

  • Holiday breaks (November-December)
  • Summer vacation (June-August)
  • District-wide events

Re-enable after these periods to resume normal collections.

Troubleshooting​

Issue: Reminders Not Being Sent​

Check:

  1. Settings > Automation Settings > Automation Settings tab → Verify daily automation time
  2. Billing Settings tab → Verify master toggles are enabled
  3. Invoice details → Verify automation_enabled checkbox is checked
  4. Invoice details → Verify invoice has a due date
  5. Activity Log → Look for automation errors

Issue: Too Many Reminders​

Solutions:

  • Increase interval days (e.g., 7, 21, 45 instead of 7, 14, 30)
  • Disable pre-due reminders if families find them excessive
  • Consider enabling "Disable Reminders on Partial Payment"

Issue: Invoices Being Cancelled Too Soon​

Solutions:

  • Increase "Auto-Cancellation Threshold" (e.g., 90 or 120 days)
  • Disable "Enable Auto-Cancellation" to prevent automatic cancellations
  • Review cancelled invoices report regularly

Issue: Status Not Progressing​

Check:

  • Verify "Enable Overdue Reminders" is on
  • Check invoice status matches expected status for that interval
  • Review activity log for automation errors
  • Verify invoice meets all criteria (due date, automation enabled, unpaid)

Need help? Contact Manage1to1 support with:

  • Screenshots of your settings
  • Relevant activity log entries
  • Specific invoice IDs experiencing issues
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