Payments and BillingPurpose
1.2. Generate and deliver invoices to students/parents automatically by date, attendance, or enrolment status while integrating payment options and reminders.
1.3. Sync invoicing data with accounting systems for real-time financial management and compliance.
Trigger Conditions
2.2. Scheduled calendar events (e.g., 1st of each month, term start).
2.3. Attendance threshold reached for pay-per-class models.
2.4. Manual staff input for billing cycle overrides.
2.5. Unpaid invoice detected by accounting platform.
Platform Variants
3.1. Stripe
• Feature/Setting: Billing API — auto-generate and send invoices; configure “customer.subscription.created” webhook.
3.2. QuickBooks Online
• Feature/Setting: Sales Invoices API — create invoice record on student registration; set “Recurring Transaction” schedule.
3.3. Xero
• Feature/Setting: Invoices Endpoint — automate with due date and email-to-pay link using “Create Invoice” action.
3.4. Zoho Books
• Feature/Setting: Invoice Automation Rules — trigger on “Contact Created”/“Invoice Due Date” with email dispatch.
3.5. FreshBooks
• Feature/Setting: Create Invoice Endpoint — scheduled invoice generation on a list of active students.
3.6. PayPal Invoicing
• Feature/Setting: Invoicing API — auto-generate with “POST /v2/invoicing/invoices”; set “Send” status.
3.7. Square
• Feature/Setting: Invoices API — recurring invoice set up with “CreateInvoice” and delivery scheduling.
3.8. Wave Accounting
• Feature/Setting: Create Invoice API — generate and send to clients for predefined billing cycles.
3.9. Sage Business Cloud
• Feature/Setting: Invoice Automation — set templates and triggers for regular charges via scheduled jobs.
3.10. Bill.com
• Feature/Setting: Bill Creation API — issue bills on student creation or via time-based batch processing.
3.11. Chargebee
• Feature/Setting: Subscription Invoicing — auto-renew and invoice students with custom invoice metadata.
3.12. Recurly
• Feature/Setting: Webhooks for “invoice.created” — automated email with payment link to students.
3.13. GoCardless
• Feature/Setting: Mandates API + Billing Schedules — auto-run invoices and notify on failed payments.
3.14. Sage Intacct
• Feature/Setting: AR Invoices — API for periodic invoice generation tied to student accounts.
3.15. Intuit Payments
• Feature/Setting: Invoice Creation — trigger on new/expiring subscriptions; attach payment instructions.
3.16. SAP Concur
• Feature/Setting: Invoice Processing — automate recurring tuition with approval pipelines.
3.17. Pabbly Subscriptions
• Feature/Setting: Plan Billing — automate invoice issuance and email reminders per subscription.
3.18. Netsuite
• Feature/Setting: SuiteScript/REST API — automate student account invoices and sync with CRM.
3.19. Oracle Fusion Cloud
• Feature/Setting: Receivables Management — automate invoice workflow with scheduled billing jobs.
3.20. Microsoft Dynamics 365 Finance
• Feature/Setting: Recurring Invoice Schedules — trigger on event or time, send invoices via email integration.
3.21. Mollie
• Feature/Setting: Subscriptions API — initiate monthly/annual invoicing for memberships.
3.22. Email Platforms (Gmail, Outlook)
• Feature/Setting: Scheduled Send/SMTP API — dispatch invoices from accounting platform as timed mail.
Benefits
4.2. Reduces risk of missed or overdue payments via consistent automation.
4.3. Enhances student/family experience with timely and accurate communications.
4.4. Improves cash flow and financial accuracy through comprehensive integration.
4.5. Facilitates real-time tracking and reconciliation with accounting systems.
4.6. Frees up staff focus from administration to student engagement.