Recurring Fees, Rates and Tax | Help Center

Two tabs of your billing dashboard hold the charges that are not lesson prices: Recurring Fees for studio fees, and Rates and Fees for your default rates, tax rate and late fee. Owners and admins make changes on both tabs.

Recurring Fees

Use a recurring fee for a registration, recital or materials charge. Click Add Fee and fill in:

Name, an optional Description and the Amount ($)
Scope - Per Student or Per Family
Frequency - Annual, Semi-Annual, Quarterly, Monthly or One-Time
Assessment Month and Assessment Day - when the fee comes due
Waiver Window (days) - Trio waives the fee for a family that enrolled this recently

The list shows active fees. Set Show to All to see the fees you turned off. Use the Status badge to turn a fee off or on. When you turn a fee off, no new charges are added, but charges already recorded and not yet on an invoice stay owed. Trio tells you how many there are and offers to waive them.

Deleting a fee that was never charged removes it. Deleting a fee that was charged hides it, and its charges and invoices stay. Trio tells you which will happen before you confirm.

Fee States

Each charge of a fee has one of three states:

Pending - owed, but not on an invoice yet
Assessed - on an invoice (with its invoice number), or settled outside Trio
Waived - not owed

How Fees Get Billed

Trio records a fee as Pending on the day it comes due. To record a period that Trio has not recorded yet, open the fee, choose the Period and click Assess Now. Use Preview to see the charges first. The list offers only the periods the fee's own schedule makes, up to this month.

A pending fee goes onto an invoice in one of two ways:

A monthly billing run adds pending fees up to the month before. A September run takes August fees. See Monthly Billing Runs.
On the New Invoice page, a family's pending fees show as a checklist. Select the ones to bill.

If you never run billing, pending fees build up until you add them to an invoice.

Waiving and Settling a Fee

The fee's Assessment History shows each charge by family (and student, for a per-student fee). You can filter it by period. For a pending charge, choose Waive to remove it, or Mark settled when the family paid in cash or outside Trio. Choose Unwaive on a waived charge to make it Pending again. Each action asks you to confirm and takes an optional reason.

To stop a fee that is already on an invoice, remove its line from the invoice (it goes back to Pending), then waive it. A family's page also lists that family's fee charges from the last 12 months.

Rates and Fees

The Rates and Fees tab is for owners and admins. Click Save Changes after you edit it.

Default Lesson Rates - a price for 30, 45, 60 and 90 minute lessons. A default rate fills in the price when you add a lesson that is not on a billing plan. You can change the price on the lesson form.
Tax Rate (%) - your sales tax rate, for example 8.25. Trio adds this tax to invoices from monthly billing runs, to package invoices and to pay-to-book invoices. An invoice you make with New Invoice has no tax.
Late Fee - the Amount ($) (default $15) and Days After Due (1 to 90, default 7). Trio adds the late fee only when automatic late fees are on. See Payment Reminders and Late Fees.