Instructor Billing
Instructor billing tracks amounts that instructors owe the academy. The most common case is an instructor renting a timeslot or studio and paying the academy a venue fee.
Looking for paying instructors? Compensation that flows from the academy to an instructor (salary, hourly, commission) now lives in the dedicated Payroll module. This page covers the opposite direction only — what instructors owe the academy.
📋 Overview
An Instructor Bill records an amount an instructor owes the academy. 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 Instructors, enable invoicing for instructors if you haven't already, then click Go to Billing → Add Payment 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 Instructor Invoices → Settings → 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 academy
- 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 — paying instructors and team members (the opposite money flow)
- Invoice Settings — configure invoice / receipt prefixes shared across all academy billing