Monthly Billing Runs | Help Center

A monthly billing run makes the month's invoices from your students' enrollments, lessons and fees. It runs on its own on the 1st when you turn that on, or when you click Generate Invoices. Owners and admins manage runs.

What a Run Bills

A monthly billing run creates the month's invoices, one per family: the month's subscription tuition billed in advance, plus the previous month's per-lesson charges (Bill after lessons happen), group lesson charges, fees, and package late cancellations. Each invoice is due the number of days after the run that you set in Monthly Invoices.

Per-lesson plans bill by their Billing Timing. A cancelled lesson is not billed, and a makeup lesson bills $0. See Billing Plans.
Pending fees are added up to the month before the run. A September run takes August fees.
Your Tax Rate (%) from the Rates and Fees tab is added to each invoice. See Recurring Fees, Rates and Tax.

Trio never bills the same month twice: an automatic run skips a month that already has one, and lessons and group lessons already on a live invoice are not billed again.

Monthly Invoices Settings

On the Automation tab, under Monthly Invoices:

Create and send monthly invoices on the 1st - Trio runs each month for you.
Invoices are due this many days after they are created - 0 to 30 days, 14 by default. It applies to every run, automatic or manual.
When a family's invoice needs review - what an automatic run does with an invoice that has a warning, such as a missing price or an unclear enrollment. Send the clean ones, hold the rest (the default) sends every invoice with no warning and holds the others as drafts. Hold all for my review holds every invoice as a draft until you send it.

Changes apply only after you click Save Settings.

Automatic Runs

Trio checks once a day, at 05:00 UTC. When the setting is on and your studio has no automatic run for its current month, Trio runs that month. It sends the clean invoices and holds the others as your review setting says. Owners and admins get a notice with the sent and held counts.

If you turn the setting on in the middle of a month, Trio bills the current month that night.
The run for a new month comes just after midnight on the 1st in Eastern time, and in the evening of the 1st in time zones further west.

Manual Runs

Generate Invoices on the Invoices tab, next to New Invoice, runs the same monthly billing run when you choose. It leaves every invoice as a draft for you to send.

Choose the Billing Month. The dialog shows the due date the run will use. An advanced option bills a custom date range instead.
Choose a Family, or leave All families.
Click Preview to see what Trio will make, then click Generate.

Each family's page also has a Generate invoice button that opens the dialog for that family. New drafts show in the list at once.

Use a manual run to bill the first month of a subscription that started after that month's run.

Recent Activity

Recent Activity on the Automation tab starts collapsed. Click it to open two lists:

Billing runs - each run, newest first: Automatic or Manual, the billing month, when it started, and how many invoices were created, sent and held. A run that is still going shows In progress. Expand a run with held families to see each family and the warning that held it. Fix the plan or lesson, then send the draft. A failed run shows the error.
Autopay, late fees, and reminders - the latest automatic tasks, who started each one, when, and how many items succeeded, failed or were skipped.