Understanding Automated Invoicing
Understanding Automated Invoicing
Learn how you can set triggers for invoice generation and payments.
How Automated Invoicing Works
Determining when and how invoices should be generated based on each family’s assigned billing cycle (discussed later in this article). Once a billing cycle is set:
The system monitors session activity (from Calendar).
CompletedandNo-Showsessions are pulled for invoicing data, while Canceled sessions are ignored.Based on the triggers set in each family's
Billing Cycle(for example, a Periodic Cycle that is set to automatically generate invoices on the 1st of every month), invoices will be generated (created) by the platform automatically.Generated invoices appear in the
All Invoicesscreen, where admins can Review, Modify, Cancel, or Approve them before sending. The Status of the invoice is set toDraftif approval is pending from an Admin for sending them. In case auto-approval is enabled, the invoices are sent immediately after creation.The approved invoices are sent to the families for payment. Families that have enabled auto-deduction on saved Payment Methods will be charged immediately from the saved default payment method (Card or ACH).
The status of invoices that are sent to the families for payment (but are yet to receive it) is set to
Sent.If an invoice remains unpaid past the due date on Sent invoices, it's status then changes to
Overdue, notifying admins about this via email.Once an amount is received on the invoice, the status of that invoice then changes to
Paid.An admin can then refund or partially refund a Paid invoice. The status of a fully refunded invoice is set to
Refunded, while a partially refunded invoice has the status Partially Refunded.
Quick Tip: For invoices that do not receive payments via Evallo (either using payment links or using auto-deduct), the status can be changed manually).
This way,
automated invoicingensures that families receive invoices at the right time based on their selected billing cycle.
How Automated Invoicing Works
Determining when and how invoices should be generated based on each family’s assigned billing cycle (discussed later in this article). Once a billing cycle is set:
The system monitors session activity (from Calendar).
CompletedandNo-Showsessions are pulled for invoicing data, while Canceled sessions are ignored.Based on the triggers set in each family's
Billing Cycle(for example, a Periodic Cycle that is set to automatically generate invoices on the 1st of every month), invoices will be generated (created) by the platform automatically.Generated invoices appear in the
All Invoicesscreen, where admins can Review, Modify, Cancel, or Approve them before sending. The Status of the invoice is set toDraftif approval is pending from an Admin for sending them. In case auto-approval is enabled, the invoices are sent immediately after creation.The approved invoices are sent to the families for payment. Families that have enabled auto-deduction on saved Payment Methods will be charged immediately from the saved default payment method (Card or ACH).
The status of invoices that are sent to the families for payment (but are yet to receive it) is set to
Sent.If an invoice remains unpaid past the due date on Sent invoices, it's status then changes to
Overdue, notifying admins about this via email.Once an amount is received on the invoice, the status of that invoice then changes to
Paid.An admin can then refund or partially refund a Paid invoice. The status of a fully refunded invoice is set to
Refunded, while a partially refunded invoice has the status Partially Refunded.
Quick Tip: For invoices that do not receive payments via Evallo (either using payment links or using auto-deduct), the status can be changed manually).
This way,
automated invoicingensures that families receive invoices at the right time based on their selected billing cycle.
Types of Billing Cycles
Every business has different invoicing policies that they want to integrate smoothly within their operations. Depending upon the type of billing frequency your business currently operates on, you can customize Evallo accordingly. Even if you don't follow a policy and want to provide flexible options for each family, the settings under automated invoicing can help you do that.
A) Periodic
Periodic invoicing is used when businesses want to consolidate multiple sessions into a single invoice at a set interval.
Example Scenario
A tutoring business wants to bill families on the first of every month for all sessions completed in the previous month. Instead of manually tracking session history and generating invoices for each student, the CEO wants to collect payments automatically as soon as a month ends. She comes to Evallo for solving this problem.
How Periodic Invoicing works:
The business sets Periodic Invoicing with a monthly billing cycle that generates invoices automatically on the 1st of every month. Throughout the previous month, sessions are reconciled for service hours, and those that are marked as Completed or No Show are taken into account. On the first, Evallo generates invoices for all families enrolled in periodic billing. The invoices appear in the All Invoices for review before being sent.
How to Configure Periodic Invoicing
Open Settings > Invoicing > Periodic.
Select the billing frequency: Monthly, Weekly, or Bi-Weekly.
Choose the invoice generation date (for example, every Sunday of the week or 15th of every month).
Set Discount and Tax rules that should apply by default on invoices auto-generated from Periodic cycles.
These can either be picked from default invoicing settings (select the checkbox for that) or set specific Discount Preferences and Tax Preferences by deselecting the checkbox and filling in the required fields.
Types of Billing Cycles
Every business has different invoicing policies that they want to integrate smoothly within their operations. Depending upon the type of billing frequency your business currently operates on, you can customize Evallo accordingly. Even if you don't follow a policy and want to provide flexible options for each family, the settings under automated invoicing can help you do that.
A) Periodic
Periodic invoicing is used when businesses want to consolidate multiple sessions into a single invoice at a set interval.
Example Scenario
A tutoring business wants to bill families on the first of every month for all sessions completed in the previous month. Instead of manually tracking session history and generating invoices for each student, the CEO wants to collect payments automatically as soon as a month ends. She comes to Evallo for solving this problem.
How Periodic Invoicing works:
The business sets Periodic Invoicing with a monthly billing cycle that generates invoices automatically on the 1st of every month. Throughout the previous month, sessions are reconciled for service hours, and those that are marked as Completed or No Show are taken into account. On the first, Evallo generates invoices for all families enrolled in periodic billing. The invoices appear in the All Invoices for review before being sent.
How to Configure Periodic Invoicing
Open Settings > Invoicing > Periodic.
Select the billing frequency: Monthly, Weekly, or Bi-Weekly.
Choose the invoice generation date (for example, every Sunday of the week or 15th of every month).
Set Discount and Tax rules that should apply by default on invoices auto-generated from Periodic cycles.
These can either be picked from default invoicing settings (select the checkbox for that) or set specific Discount Preferences and Tax Preferences by deselecting the checkbox and filling in the required fields.
B) Pre-Session
Pre-Session invoicing is used when businesses want to charge families before a session takes place, ensuring payments are secured in advance.
Example Scenario
A tutoring business offers specialized SAT prep sessions. To avoid last-minute cancellations and no-shows, the owner decides to charge families 12 hours before a scheduled session. They come to Evallo to automate this process.
How Pre-Session Invoicing Works:
The business enables Pre-Session Invoicing for a family and sets a billing timer, for example, 12 hours before the session start time.
As sessions are scheduled in the calendar, Evallo detects upcoming sessions that need to be billed.
The system generates
invoices automaticallyat the set interval (e.g., 12 hours before the session).Invoices appear in the All Invoices screen for review.
If auto-approval is enabled, the invoices are sent to families immediately.
Families receive an invoice and can make the payment before the session starts.
If auto-deduct is enabled, the saved payment method is charged automatically.
How to Configure Pre-Session Invoicing:
Navigate to Settings > Invoicing > Automated.
Under Pre-Session Billing, select the billing interval (e.g., 12 hours, 24 hours, etc.).
Invoices will now be generated automatically for all families that are on Pre-session billing cycle.
If you want to automatically approve all the invoices that are generated for families on the Pre-Session billing cycle:
Navigate to Settings > Invoicing > General Defaults and turn on the toggle for Auto-Approve automated invoices.
Set Discount and Tax rules to apply by default for invoices generated through Pre-Session billing.
These can either follow the general invoicing defaults or be customized specifically for Pre-Session invoices.
B) Pre-Session
Pre-Session invoicing is used when businesses want to charge families before a session takes place, ensuring payments are secured in advance.
Example Scenario
A tutoring business offers specialized SAT prep sessions. To avoid last-minute cancellations and no-shows, the owner decides to charge families 12 hours before a scheduled session. They come to Evallo to automate this process.
How Pre-Session Invoicing Works:
The business enables Pre-Session Invoicing for a family and sets a billing timer, for example, 12 hours before the session start time.
As sessions are scheduled in the calendar, Evallo detects upcoming sessions that need to be billed.
The system generates
invoices automaticallyat the set interval (e.g., 12 hours before the session).Invoices appear in the All Invoices screen for review.
If auto-approval is enabled, the invoices are sent to families immediately.
Families receive an invoice and can make the payment before the session starts.
If auto-deduct is enabled, the saved payment method is charged automatically.
How to Configure Pre-Session Invoicing:
Navigate to Settings > Invoicing > Automated.
Under Pre-Session Billing, select the billing interval (e.g., 12 hours, 24 hours, etc.).
Invoices will now be generated automatically for all families that are on Pre-session billing cycle.
If you want to automatically approve all the invoices that are generated for families on the Pre-Session billing cycle:
Navigate to Settings > Invoicing > General Defaults and turn on the toggle for Auto-Approve automated invoices.
Set Discount and Tax rules to apply by default for invoices generated through Pre-Session billing.
These can either follow the general invoicing defaults or be customized specifically for Pre-Session invoices.
C) Post-Session
Post-Session invoicing is used when businesses want to charge families immediately after a session is completed .
Example Scenario
A tutoring business offers flexible one-on-one tutoring where families prefer to pay only after a session has been completed. Instead of waiting for a periodic billing cycle, the business wants to ensure invoices are generated and sent immediately after each session.
How Post-Session Invoicing Works:
The business enables Post-Session Invoicing and sets an interval , typically immediate (0 hours after the session is completed). After a session is marked Completed or No Show, the system automatically generates an invoice for that session. If auto-approval is enabled, invoices are sent to families immediately. Otherwise, they appear in the All Invoices screen for review. Families receive an invoice and can pay through the platform. If auto-deduct is enabled, the saved payment method is charged automatically .
How to Configure Post-Session Invoicing:
Navigate to Settings > Invoicing > Automated.
Under Post-Session Billing, set the billing interval (e.g., immediate or after X hours). Enable or disable Auto-Approve to send invoices automatically after generation.
Define Discount and Tax rules for Post-Session invoices.
These can follow general defaults or be customized specifically for Post-Session billing.
C) Post-Session
Post-Session invoicing is used when businesses want to charge families immediately after a session is completed .
Example Scenario
A tutoring business offers flexible one-on-one tutoring where families prefer to pay only after a session has been completed. Instead of waiting for a periodic billing cycle, the business wants to ensure invoices are generated and sent immediately after each session.
How Post-Session Invoicing Works:
The business enables Post-Session Invoicing and sets an interval , typically immediate (0 hours after the session is completed). After a session is marked Completed or No Show, the system automatically generates an invoice for that session. If auto-approval is enabled, invoices are sent to families immediately. Otherwise, they appear in the All Invoices screen for review. Families receive an invoice and can pay through the platform. If auto-deduct is enabled, the saved payment method is charged automatically .
How to Configure Post-Session Invoicing:
Navigate to Settings > Invoicing > Automated.
Under Post-Session Billing, set the billing interval (e.g., immediate or after X hours). Enable or disable Auto-Approve to send invoices automatically after generation.
Define Discount and Tax rules for Post-Session invoices.
These can follow general defaults or be customized specifically for Post-Session billing.
Assigning a Billing Cycle to a Family
Since different families may have different invoicing preferences, Evallo allows businesses to assign a unique billing cycle per family. Here's how you can change the Billing Cycle for a family:
Click on the app drawer to see all active apps.
Click on the app drawer to see all active apps.
Select Invoicing by clicking on the invoicing logo from the dropdown.
Now that you are within Invoicing, see the sidebar on the left that lists all the tools you can use through Invoicing.
Click on All Families in the left sidebar. Here, you will see the list of all the families you have invited on Evallo. Note that a "family" consists of parents and students mapped to each other. A family is named based on the family lead (usually a parent).
In the table on this screen, find the Family column, where you will see the names of the family lead. Click on the name whose family billing cycle needs to be changed. You can also click on the Family Defaults button to access each family's default settings.
Once you are in the selected family's Family Default screen, you can choose a billing cycle for that family from one of these options:
Manual – Invoices must be created manually for this family Periodic – Invoices are generated on a weekly, bi-weekly, or monthly schedule. Pre-Session – Invoices are generated a set number of hours before each scheduled session. Post-Session – Invoices are generated a set amount of time after each session marked as Completed or No Show.
Click Save (at the bottom right) to save the changes.
Quick Tip: You can also set the default billing cycle for all families in bulk:
In the All Families screen,
select the familiesfor which you want to set a billing cycle using the check boxes to the left of their table row.Navigate to the Bulk Actions drop-down on the top-right corner and select "Change Plan" to change the selected families billing cycle. This will open a pop-up.
Choose the specific cycle that you want to set for the selected families out of the options available in the drop-down.
Click on Confirm to save changes.
Once saved, Evallo will process invoices for the family based on their selected billing method.
Assigning a Billing Cycle to a Family
Since different families may have different invoicing preferences, Evallo allows businesses to assign a unique billing cycle per family. Here's how you can change the Billing Cycle for a family:
Click on the app drawer to see all active apps.
Click on the app drawer to see all active apps.
Select Invoicing by clicking on the invoicing logo from the dropdown.
Now that you are within Invoicing, see the sidebar on the left that lists all the tools you can use through Invoicing.
Click on All Families in the left sidebar. Here, you will see the list of all the families you have invited on Evallo. Note that a "family" consists of parents and students mapped to each other. A family is named based on the family lead (usually a parent).
In the table on this screen, find the Family column, where you will see the names of the family lead. Click on the name whose family billing cycle needs to be changed. You can also click on the Family Defaults button to access each family's default settings.
Once you are in the selected family's Family Default screen, you can choose a billing cycle for that family from one of these options:
Manual – Invoices must be created manually for this family Periodic – Invoices are generated on a weekly, bi-weekly, or monthly schedule. Pre-Session – Invoices are generated a set number of hours before each scheduled session. Post-Session – Invoices are generated a set amount of time after each session marked as Completed or No Show.
Click Save (at the bottom right) to save the changes.
Quick Tip: You can also set the default billing cycle for all families in bulk:
In the All Families screen,
select the familiesfor which you want to set a billing cycle using the check boxes to the left of their table row.Navigate to the Bulk Actions drop-down on the top-right corner and select "Change Plan" to change the selected families billing cycle. This will open a pop-up.
Choose the specific cycle that you want to set for the selected families out of the options available in the drop-down.
Click on Confirm to save changes.
Once saved, Evallo will process invoices for the family based on their selected billing method.
Managing Automated Invoices
Handling Overdue Invoices
If an invoice is not paid by the due date, it moves to Overdue status .
Evallo sends an overdue notification to the admin and customer. The admin can send a payment reminder or modify the due date . If the invoice remains overdue, the business can decide whether to cancel or escalate the payment request.
Managing Automated Invoices
Handling Overdue Invoices
If an invoice is not paid by the due date, it moves to Overdue status .
Evallo sends an overdue notification to the admin and customer. The admin can send a payment reminder or modify the due date . If the invoice remains overdue, the business can decide whether to cancel or escalate the payment request.
FAQs
What happens if a session is rescheduled after an invoice is generated?
If a session is rescheduled before the invoice is sent, the invoice updates automatically. If the session is rescheduled after the invoice is sent, the admin must manually adjust the invoice or issue a credit.
How does changing a family’s billing cycle affect existing invoices?
Billing cycle changes only affect future invoices. Previously generated invoices must still be paid based on the old billing cycle.
Can I manually approve automated invoices before they are sent?
Yes, if manual approval is enabled, admins can review invoices before they are finalized.
Automated invoicing ensures that invoices are generated at the right time for each family's billing cycle, reducing administrative work and improving billing efficiency. By choosing between pre-session, post-session, or periodic billing, businesses can tailor invoicing to fit their needs while ensuring accurate and timely invoices.
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