Bulk Payment Actions

15 min

When you have many payment records to update or create at once, use bulk actions instead of editing them one by one.

📤 Bulk Generate Payments

Bulk Generate creates recurring invoices for multiple students at once — ideal for generating monthly or annual fees for an entire class or location at the start of a billing period.

Go to Payments → Bulk Generate:

Select the payment type (monthly or annual)

Optionally filter by location and/or class

Select the billing period (month or specific quarter)

Click Preview to see what will be created — per student, showing created / skipped (already exists) / failed status. Frequency-based enrolments are labelled with their real billing cycle (Quarterly Fee, Semi-Annual Fee, etc.) so they're easy to tell apart from monthly fees

Click Generate to create all invoices at once

Payments that already exist for the selected period are automatically skipped — no duplicates are created.

✏️ Add Payment (Single or Bulk)

The Add Payment dialog supports creating payments for one or multiple students at once.

Single Payment

Field	Notes
Student	Search by name
Payment type	Select from your configured payment types
Amount	Pre-filled from the student's enrolled fee or payment type default — edit as needed
Discount (RM)	Optional — deducted from the amount; enter a reason when applying
Billing period	Month and year this payment covers (see below)
Due date	When payment is due
Description	Optional note shown on the invoice — auto-filled from the description builder when a package is selected

If the student has a fee override set on their enrolment, the amount field is pre-filled with that override instead of the class default.

Custom billing period (one-off invoices)

For one-off payment types (Material Fee, Registration Fee, custom charges), the Billing period field is now flexible. Toggle Set billing period on or off:

Off — no billing period is stored. The invoice falls back to its invoice date for grouping in monthly reports

On — choose either:

Single month — pick a Month + Year (e.g. "May 2026")

Spans multiple months — pick a Start Month/Year + End Month/Year (e.g. "June 2026 → August 2026" for a quarterly material fee or semester levy)

Recurring fees (monthly tuition, etc.) always use a single billing period; the spans-multiple option is for one-offs that genuinely cover a longer window.

For annual payment types in Based on range mode, the billing period is set as a date range (start and end dates). The invoice's auto end date is calculated from the start; the period label on the line item is derived from the range.

"All enrolled classes" combined invoice

When the selected student is enrolled in 2 or more fee-bearing classes, an All enrolled classes toggle appears in the Add Payment dialog.

Turn it on to create a single combined invoice with one line item per enrolment — saving the work of adding multiple lines or creating separate invoices. The preview shows each class, its payment type, and fee.

You can still add or remove individual lines before submitting. The resulting invoice is a standard invoice (not an enrollment invoice) and can be edited like any other.

When you edit an existing payment with a clean full-month range, the dialog auto-detects this and pre-seeds the toggle and pickers.

Trial classes are included too. A student's Trial enrolments appear as lines at their trial fee (the class's trial fee, or the Trial payment type's default), so you can combine several trial classes for a new student into one invoice instead of one invoice per trial. This is handy if you turn off auto-invoicing on enrolment and invoice trials yourself afterwards.

Adding another class to a single-class invoice

When you create an invoice for one class, an Add another class to this invoice picker below the line items lists the student's other enrolled classes. Pick one to add it as a new line, with its amount and description filled in automatically from its billing type (Monthly, Per Hour, Trial, etc.). The same picker is available when editing an invoice.

Per Hour and Trial fees can't be added from the generic + Add Line Item dropdown when the student has an enrolment of that type you haven't added yet — use Add another class instead, so the amount and lesson details are worked out for you.

The invoice number is shown before saving so you can confirm the next number in the sequence.

Line items & multi-item invoices

The Add Payment form uses a line items editor — you can add multiple line items to a single invoice, each with its own payment type, amount, and description.

Click + Add Line Item to add another row. Each row supports:

Payment type — any configured type (fee, package, custom)

Amount — auto-filled from the payment type default; editable

Description — auto-filled from the line item context; editable

Description builder for packages

When you select a Package payment type on a line item, the description is auto-generated with:

The package description (from the package's settings)

The tier label (if the package uses tiered pricing — e.g. "Beginner", "Advanced")

Sessions count (e.g. "Sessions: 10")

Validity period (e.g. "Validity: 3 months")

Term / Period dates (e.g. "Term/Period: 14 Apr 2026 – 13 Jul 2026")

The generated description appears as multi-line text in the invoice and on the generated PDF. You can still edit it manually before saving.

Bulk Payment

Switch to the Bulk tab to create the same payment for multiple students at once:

Select a location and optionally a specific class to filter students

Students are listed — check the ones to include (or use Select All)

Set the shared amount, optional discount, billing period, and due date

Click Create Payments — payments are created one by one with a progress indicator

Each student gets their own individual invoice. The bulk tab is for creating the same payment details across a group — not one shared invoice.

✅ Bulk Mark as Paid

Mark multiple existing payments as paid in one action. Useful when:

You've received cash payments from several students at once

You've confirmed a batch of bank transfers offline

You want to clear all overdue records for a specific month

Go to Payments

Use the checkboxes on the left of each row to select payments

Click Mark as Paid in the bulk toolbar

Confirm

Note: All selected payments are marked as paid with the current timestamp. No individual receipts are sent for bulk marks — use this for internal record-keeping.

🗑️ Bulk Delete

Permanently delete multiple payment records at once. Use this to clean up incorrectly generated payments or duplicates.

Select the payment rows to delete

Click Delete in the bulk toolbar

Confirm — this action cannot be undone

Important: Deleted payments cannot be recovered. Only delete records you are certain are incorrect.

🔍 Filtering Before Bulk Actions

Always filter first to avoid accidentally selecting the wrong records:

Filter	Use case
By location / class	Mark all students in one class or branch as paid
By billing period	Clear all payments for a specific month
By status (Overdue)	Review and clean up overdue records
By student	Manage all payments for one student
By week	Filter per-session payments by a specific week
New Enrollments	View only one-time enrollment invoices

The location/class filter uses expandable pills — click a location to expand its classes, then click a specific class to narrow further.

📊 Exporting Payments

From the Payments page you can also export the current filtered list as a CSV for offline record-keeping or reconciliation. Click Export above the payments table.