Recurring charges and batch pricing

Documents → Recurring lists every charge that bills a family on a schedule — monthly tuition, a quarterly fee — with its amount, its next invoice date, and whether the invoice is emailed automatically.

Where charges come from

• Enrolling a student with billing: straight away when you bill without an agreement, or when the family signs if you send an enrollment agreement first.

• Countersigning any other agreement that includes a recurring product.

• Bringing a family across from your previous system.

Every monthly charge runs on the 1st

Monthly charges bill on the 1st of the month, and quarterly and yearly charges on the 1st of their month too. A family who starts part way through a month pays for that first month according to the product's How is it charged? setting — the full month, a share by days, or a share by the lessons left. See Products and promo codes for the options.

One invoice per family

On each billing day, a family gets one invoice, not one per child: each student's charge is its own line, with the student's name on it — "Piano tuition — Ava". Siblings on automatic payments are charged once, for the total.

Changing one family's price

Click the amount to open Change amount, type the New amount and press Review change. Before you save, Encore tells you what happens to the family's automatic payments at that figure. The new amount starts from the next invoice; invoices already sent are never changed. If the family is on automatic payments, read Changing tuition for a family on automatic payments first.

Changing many prices at once

1. Tick the charges to change — or tick the box at the top to select every charge on the page. A bar shows how many charges and families you have picked.

2. Press Update pricing, enter the New amount that every selected charge should get, and press Review change.

3. The review lists each family and what will happen to them. Leave out anyone you did not mean to include, and Put back if you change your mind.

4. Confirm. The results show which families were changed, which were skipped, and any that need you.

Every family in a batch with an email address is told their new price. If you are the owner, one tick — that you have already emailed each of these families at least 10 days before the change starts — keeps the ones on automatic payments charging at the new amount. A batch can include up to 200 charges.

A different price for one family

A family's page under Admin → Clients has a Rates card: pick a Product, enter Their price and Save rate. From then on, that price is where a quote, agreement or invoice for that family starts, and what enrollment billing charges them. It never re-prices a document already made or a charge already running — use Change amount for those.

Ending a charge

Press End on the charge and confirm with End charge. No further invoices are raised; invoices already sent are untouched.

When a family ends an enrollment, a charge linked to it stops on its own once your notice period has passed — the Notice to leave the studio (days) under Settings → Scheduling. Charges that are not linked to an enrollment are left for you to end.

Who can do what

Everything here needs the Documents section. Two things are yours alone as the owner: keeping a family on automatic payments through a price rise, and turning a paused recurring charge back on.