Instructor Billing

instructor billing tracks amounts that instructors owe the club the most common case is an instructor renting a timeslot or studio and paying the club a venue fee looking for paying instructors? compensation that flows from the club to an instructor (salary, hourly, commission) now lives in the dedicated payroll docid\ hvsf4t4mdgbx3wolf9pq6 module this page covers the opposite direction only — what instructors owe the club 📋 overview an instructor bill records an amount an instructor owes the club examples studio rental for a recurring timeslot equipment hire booth fee for a one off workshop refundable deposit records are tracked separately from student payments and have their own list, filters, and pdf documents ✏️ creating an instructor bill go to club → instructor billing → add invoice and enter field notes instructor pick from your active instructors payment type e g "room rental", "equipment hire" amount in rm description e g "march studio rental — tue/thu 7pm" due date when payment is due the instructor sees the bill in their my billing view when logged in 🔁 recurring instructor bills for instructors on regular venue rental, set up a recurring schedule so bills are generated automatically each period from the instructor's billing page, go to the recurring tab → add recurring field notes payment type select the instructor payment type amount fixed rm amount per period interval weekly or monthly start date when the schedule begins end date optional — leave blank for indefinite records are auto generated at the start of each period you can pause or remove individual schedules at any time 💳 marking as paid once the instructor has paid open the invoice record click mark as paid optionally add payment reference (transfer slip, cheque number) click confirm the status flips to paid and the instructor receives an email confirmation if they paid online via your commercepay gateway, the status updates automatically when the gateway confirms 🏷️ instructor payment types define custom payment types under settings → instructor billing → payment types — e g "room rental", "equipment hire", "workshop booth fee" for each type you can configure option what it does recurrence one time, weekly, or monthly auto generate automatically create new bills each period early generation window generate records n days before the due date default amount pre fill the amount when creating a new bill of this type monthly recurrence — invoice period & early generation for monthly recurring types, two additional settings control exactly when and for which period a bill is generated invoice period — whether the generated bill covers this month or next month early generation — once enabled, choose the mode days before — generate the bill n days before the period starts fixed day — generate the bill on a specific day of the month this lets you, for example, bill an instructor's rental for next month, generated automatically a week before the month begins 📄 pdf invoice / receipt every record can be downloaded as a pdf from the invoice list, open the menu (⋯) → download pending bills download as invoice ; paid bills download as receipt (with the receipt number stamped from your invoice settings) instructors can download their own pdfs from their billing view 👤 instructor's view instructors who log in see my billing with all amounts they owe the club pending vs paid status ability to pay online (if commercepay is configured) download their own pdfs they cannot see other instructors' bills 📊 reporting the instructor billing page shows total outstanding from all instructors total paid in the selected period per instructor breakdown — quickly see who has unpaid bills 🔗 see also payroll docid\ hvsf4t4mdgbx3wolf9pq6 — paying instructors and team members (the opposite money flow) invoice settings docid\ skcfsycbxuieaoyrkgiu6 — configure invoice / receipt prefixes shared across all club billing