---
title: Instructor Billing
slug: instructor-billing
docTags: 
createdAt: 2026-03-06T19:27:17.314Z
---

**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.

:::hint{type="info"}
**Looking for paying instructors?** Compensation that flows from the academy *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 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:

1. Open the invoice record
2. Click **Mark as Paid**
3. Optionally add payment reference (transfer slip, cheque number)
4. 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](docId\:hVsF4t4mDgBX3WOlf9pQ6) — paying instructors and team members (the opposite money flow)
- [Invoice Settings](docId\:skCfsycbXUieAOYrkGIu6) — configure invoice / receipt prefixes shared across all academy billing