How invoice amounts are calculated

Invoice amounts are calculated from the account’s billing history and the date range you choose when creating the invoice. The goal is to show a clear snapshot of what the family owes at that moment, based on what was already outstanding, what was added during the period, and what has already been paid.

What Cadence Calendar uses to build an invoice

When you create an invoice, Cadence Calendar looks at the account’s activity in the selected billing window and combines it with the account’s existing balance. In practical terms, the invoice amount is built from four main pieces:

• previous balance from before the selected period
• new charges created during the selected period
• payments or credits applied during the period
• any remaining balance that carries forward

This means an invoice is not just a list of new lessons. It is a full balance snapshot for that account.

Step 1: Start with the previous balance

The invoice begins with whatever the family already owed before the selected billing period started. That amount becomes the opening balance on the invoice.

For example:

• an account had $80 remaining from a previous invoice
• the new invoice starts with that $80 as the previous balance

This helps ensure the new invoice reflects the account’s true outstanding amount rather than only the most recent activity.

Step 2: Add new charges

Next, Cadence Calendar includes any lessons, events, or other billable items that fall inside the invoice’s selected date range.

Examples of new charges include:

• lessons scheduled during the billing window
• events that should be billed
• recurring charges that belong in the period

If the family had four lessons at $25 each during the selected range, those charges would be added to the invoice total.

Step 3: Subtract payments and credits

Any payments the family made during the billing window are then applied against the balance. This reduces the amount due.

This may include:

• payments received for the invoice period
• credits applied to the account
• adjustments that reduce the balance
• Auto-Pay payments that were collected during the period

If the family already paid part of the balance during the period, that amount is reflected in the invoice so the final amount due is accurate.

Step 4: Show the remaining amount due

After the previous balance, new charges, and payments are combined, Cadence Calendar shows the amount that remains to be paid.

That remaining amount can result in one of three outcomes:

• the account still owes money, and the invoice shows a positive balance
• the account is fully paid up, and the invoice shows a $0 balance
• the account has a credit, which can reduce or eliminate the balance

What zero-dollar invoices mean

A zero-dollar invoice is created when you want an invoice record to exist even though there is no amount due.

This is useful when:

• you want every family to receive a monthly billing record
• you want consistent invoice history even if no charges were added
• you are tracking billing activity for reporting or record-keeping

In these cases, the invoice can still be generated and sent even though the balance is $0.

Common examples

Example 1: an account owes money

• previous balance: $80
• new charges: $100
• payments: $0
• amount due: $180

Example 2: an account partially paid during the period

• previous balance: $60
• new charges: $75
• payments: $35
• amount due: $100

Example 3: an account has nothing due

• previous balance: $0
• new charges: $0
• payments: $0
• amount due: $0

If you enable zero-dollar invoices, this account can still receive a billing record even though the balance is $0.

Best practices

• Review the invoice date range carefully so the right lessons and charges are included.
• Remember that invoice totals reflect both current and prior account balance, not just new activity.
• Use zero-dollar invoices when you want a record, not when there is a real balance to collect.
• Record payments promptly so the invoice status stays accurate.
• Confirm whether Auto-Pay is active so you know whether a payment may already be on the way.

Summary

Invoice amounts are calculated by combining the account’s previous balance, any new charges in the selected period, and any payments or credits that reduce the balance. The result is the amount still owed, which may be a positive balance, a $0 balance, or a credit balance depending on the account’s billing history.

Related pages

• Recurring Charges
• Auto-Pay
• Charges and payments explained