The Invoices section in Cadence Calendar is one of the most important parts of the Settings experience because it controls how your billing workflow operates. This area is where you decide how invoices are presented, which payment methods are available, and whether recurring invoicing should run automatically.
Invoice settings influence both the appearance of your invoices and the mechanics of how they are created and paid. You can use this section to:
configure payment options for invoices
choose whether payment links are shown on invoices
add or change invoice payment information
control invoice branding such as accent color and footer text
enable auto-invoicing for recurring billing cycles
This is the part of the product that connects your scheduling activity to your financial process.
Cadence Calendar lets you shape how invoices appear to clients and how easy it is for them to pay.
In Settings > Invoices, you can enter your own payment details for methods that aren't processed through a connected payment integration. These show up directly on generated invoices when Include Payment Information on Invoices is turned on:
Venmo
Zelle
PayPal
Cash App
Apple Pay
Fill in only the methods you actually accept. Any field you leave blank does not appear on the invoice.
If your setup supports it, you can include payment links or payment information directly on invoices. This helps reduce friction because the client can move from invoice to payment without needing extra instructions.
You can also customize the visual presentation of invoices. Common options include:
invoice accent color
invoice footer text
payment details shown on the invoice
These settings matter because invoices are often part of the client-facing experience. A clearly branded invoice creates a more professional impression and makes it easier for clients to understand what they are paying for.
One of the most powerful features in this section is auto-invoicing. Auto-invoicing automates the recurring billing process so you do not need to manually create invoices for each cycle.
Auto-invoicing is helpful if you bill on a recurring basis, such as:
monthly lesson packages
subscription-style lesson billing
recurring studio charges
scheduled invoice runs for ongoing accounts
When you enable auto-invoicing, you can configure several settings:
enable or disable the feature
choose a recurring send date
choose a billing cycle start date
choose a send time
choose invoice frequency, such as weekly, monthly, or yearly
choose whether the invoice is prepaid or postpaid
choose how many days after sending the invoice the balance is due
decide whether balance-forward billing is used
decide whether invoices are also sent to the account's secondary contact
Turn on "Send invoices to secondary contacts" to email each automatic invoice to the account's secondary contact, in addition to the primary contact. Cadence Calendar only sends the extra copy when the account has a secondary contact email address on file.
These two billing modes affect when charges are applied:
Prepaid means you bill for lessons or services that are scheduled in the future.
Postpaid means you bill for lessons or services that have already occurred.
Choosing the right mode depends on your business model and how you want your cash flow to work.
Balance-forward billing carries an outstanding balance from one invoice cycle to the next. This is useful when you want a recurring invoice to reflect previous unpaid amounts rather than resetting the balance each period.
Once auto-invoicing is on, the settings page shows a "Next run at" panel with the exact date and time of the next scheduled invoice run, based on your saved send date and time. If that date has already passed, Cadence Calendar flags it with a warning so you know to update the send date or time to keep auto-invoicing on schedule.
Before relying on auto-invoicing, you may be able to send a preview. This is helpful because it lets you confirm the invoice content and timing before the automated process begins.
Previewing is especially valuable when you have just adjusted:
frequency
billing dates
send times
due dates
payment preferences
Keep invoice payment details easy to understand and easy to find.
Use branding elements consistently so invoices feel aligned with your studio identity.
Review auto-invoicing settings carefully before turning it on for production billing.
Use preview emails to check your billing logic before letting it run automatically.
Choose a billing mode that matches how your studio collects payments.
Turn on secondary contact invoicing if a co-parent or guardian also needs a copy of each bill.
The Invoices and billing settings area is where Cadence Calendar turns scheduling activity into a repeatable financial workflow. Whether you are sending one-time invoices or running automated recurring billing, this section gives you the controls needed to keep the process accurate and professional.
