The Invoices area is where you turn lessons, events, and account activity into billable records and then follow up on them. Whether you are creating a single invoice for one family or generating invoices for many accounts at once, the process is centered around the Invoices page.
The Invoices page is your command center for billing. From here, you can review all invoices, find the right account, see what is still unpaid, and take action on each invoice.
When you openn the Invoicess page, you will see:
a filter dropdown for views such as All, Overdue, Unsent, and Sent
a search box to find an account, invoice amount, or related record
an unpaid total so you can quickly see how much is still outstanding
a list of invoice cards or rows for each account
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Each invoice is labeled with a status that tells you what stage it is in. Common statuses include:
Unpaid: the invoice is still outstanding
Paid: the balance has been fully covered
Overdue: the invoice is past its due date
Sent: the invoice has already been emailed
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preview the invoice as a PDF
send the invoice or a reminder email
record a payment to reduce or clear the balance
delete the invoice if it was created in error
The invoice card is the best place to work on one invoice at a time.
When several invoinvoices need the same action,ction, select them fm from the llist ast and use the ActActionons mmenu. Typical bulk acctionsions incnclude:
sending invoices
adding a payment to multiple invoices
downloading PDFs
deleting invoices
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Follow these steps to create one or more invoices.
Go to Invoices
Open the Invoices section from the main navigation.Open the Invoices section from the main navigation. You can also click Add on an individual account's page and choose Invoice to jump straight to invoice creation with that account already selected.
Click Add Invoice
This opens the invoice creation form.
Choose the accounts to bill
Select one or more families or accounts. You can:
select accounts individually
use Add all accounts to include every active account in one batch
remove a selected account if you change your mind
Choose the date range
The date range controls which lessons and events appear on the invoice. You can use a preset such as This Month, Next Month, or Last 7 Days, or choose a custom range.
Only activities inside that window are included as invoice line items.
Set the invoice date
The invoice date is the official issue date of the invoice. By default this is today, but you can change it if needed.
Set the due date
Choose when the invoice should be paid. Cadence Calendar usually defaults this to the next billing period, but you can adjust it to match your studio policy.
Decide whether to create zero-dollar invoices
If an account has no charges in the selected period, you may still want a record of billing activity. Turn on Create Zero Dollar Invoices if you want these invoices to be generated even when the balance is $0.
This is helpful for:
record-keeping
monthly billing cycles where every family should receive an invoice
situations where you want a consistent invoice history even when there is nothing due
Add an online payment link if needed
If online payments are enabled and connected, you can include a payment link on the invoice so families can pay directly.
Turn on auto-charge for accounts with a saved card
If an account already has a card saved on file with Stripe, you can turn on auto-charge for that account instead of relying on the family to pay the link. When auto-charge is on, Cadence Calendar creates a matching Stripe invoice for the amount due and charges the saved card automatically after the invoice is created.
Auto-charge is only available for accounts that have a saved card. See Auto-charge invoices with a saved card for how to save a card and track the charge status.
Review and submit
Confirm the selected accounts, date range, invoice date, and due date. Then submit the invoice creation request. The new invoices appear in your Invoices list and can be sent or managed from there.
There are two practical ways to mark an invoice as paid in Cadence Calendar.
This is the most common option when a family has actually paid the invoice.
Open the invoice.
Click Add Payment.
Enter the payment amount.
Choose the payment date.
Select the payment method or note how the payment was received.
Save the payment.
Once saved, Cadence Calendar updates the invoice balance and status. If the payment covers the full balance, the invoice moves to Paid. If it only covers part of the balance, the invoice remains partially paid or unpaid depending on the remaining amount.
You can also record payments in bulk from the Invoices page when several invoices need to be updated at once.
If an invoice was auto-charged, a successful Stripe payment updates the invoice automatically, so you do not need to record it by hand.
Use this option when an invoice should exist for record-keeping but there is no amount due.
Create the invoice with the zero-dollar option enabled.
The invoice is generated with a $0 balance.
No payment needs to be recorded because there is nothing to pay.
This is especially useful for accounts that should receive a billing record even when the selected period produced no charges.
Recurring charges can contribute charge rows to an invoice once they are generated.
Auto-Pay is separate from invoice creation. It collects recurring monthly payments through Stripe and can reduce the balance once the payment is posted.
Auto-charge on invoices uses a saved card to pay the specific invoice you just created, so the amount matches that invoice rather than a fixed monthly amount.
If you expect an invoice to look different than a charge schedule, check whether the schedule has already generated billing rows.
Review the date range carefully before creating an invoice so the correct lessons and events are included.
Make sure the due date matches your billing policy.
Use zero-dollar invoices when you want a consistent invoice history, not when the account genuinely owes money.
Record payments as soon as they are received so the invoice status stays accurate.
Preview invoices before sending them if you want to confirm the details and formatting.
Check an account's saved card status before turning on auto-charge for it.
The Invoices page is where you create invoices, review billing activity, and keep invoices current. Create invoices by selecting the accounts and date range, then use Add Payment to mark invoices as paid when money is received, use zero-dollar invoices when you need a $0 billing record without a balance due, or turn on auto-charge for accounts with a saved card so the invoice is paid automatically.
How invoice amounts are calculated
Recurring Charges
Auto-Pay
Auto-charge invoices with a saved card
Charges and payments explained
Click Add Invoice
This opens the invoice creation form.
Choose the accounts to bill
Select one or more families or accounts using the account picker. You can:
type in the search box to filter accounts by contact or student name
select or unselect accounts individually from the list
remove a selected account from the Selected list at the bottom of the picker
If you opened the form from an account page, that account is pre-selected for you automatically.
Choose the date range
The date range controls which lessons and events appear on the invoice. You can use a preset such as This Month, Next Month, or Last 7 Days, or choose a custom range.
Only activities inside that window are included as invoice line items.
Set the invoice date
The invoice date is the official issue date of the invoice. By default this is today, but you can change it if needed.
Set the due date
Choose when the invoice should be paid. Cadence Calendar usually defaults this to the next billing period, but you can adjust it to match your studio policy.
Decide whether to create zero-dollar invoices
If an account has no charges in the selected period, you may still want a record of billing activity. Turn on Create Zero Dollar Invoices if you want these invoices to be generated even when the balance is $0.
This is helpful for:
record-keeping
monthly billing cycles where every family should receive an invoice
situations where you want a consistent invoice history even when there is nothing due
Add an online payment link if needed
If online payments are enabled and connected, you can include a payment link on the invoice so families can pay directly.
Review and submit
Confirm the selected accounts, date range, invoice date, and due date. Then submit the invoice creation request. The new invoices appear in your Invoices list and can be sent or managed from there.
There are two practical ways to mark an invoice as paid in Cadence Calendar.
This is the most common option when a family has actually paid the invoice.
Open the invoice.
Click Add Payment.
Enter the payment amount.
Choose the payment date.
Select the payment method or note how the payment was received.
Save the payment.
Once saved, Cadence Calendar updates the invoice balance and status. If the payment covers the full balance, the invoice moves to Paid. If it only covers part of the balance, the invoice remains partially paid or unpaid depending on the remaining amount.
You can also record payments in bulk from the Invoices page when several invoices need to be updated at once.
Use this option when an invoice should exist for record-keeping but there is no amount due.
Create the invoice with the zero-dollar option enabled.
The invoice is generated with a $0 balance.
No payment needs to be recorded because there is nothing to pay.
This is especially useful for accounts that should receive a billing record even when the selected period produced no charges.
Recurring charges can contribute charge rows to an invoice once they are generated.
Auto-Pay is separate from invoice creation. It collects recurring monthly payments through Stripe and can reduce the balance once the payment is posted.
If you expect an invoice to look different than a charge schedule, check whether the schedule has already generated billing rows.
Review the date range carefully before creating an invoice so the correct lessons and events are included.
Make sure the due date matches your billing policy.
Use zero-dollar invoices when you want a consistent invoice history, not when the account genuinely owes money.
Record payments as soon as they are received so the invoice status stays accurate.
Preview invoices before sending them if you want to confirm the details and formatting.
The Invoices page is where you create invoices, review billing activity, and keep invoices current. Create invoices by selecting the accounts and date range, then use Add Payment to mark invoices as paid when money is received or use zero-dollar invoices when you need a $0 billing record without a balance due.
How invoice amounts are calculated
Recurring Charges
Auto-Pay
Charges and payments explained
