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Fees and payments

Fees and payments

Set up fee plans for your batches, give each batch a default plan, generate a student's invoice and record what they pay.

Reviewed AdminVertiqa 1.54+

A fee plan is the rate for a batch: an amount and currency on a cadence. Each student's invoices are made from a fee plan, and what they still owe shows on the batch, the student and the dashboard. Open Enrollment → Fee Plans (route /enrollment/fee-plans).

The Fee plans page with a New fee plan button and three active plans: Morning Vinyasa drop-in at $18.00 one-time, Morning Vinyasa monthly at $120.00 monthly, both for Morning Vinyasa, and Power Yoga 10-class pack at $150.00 as a package for Evening Power Yoga, each with an Active status control.
Scope is the batch the plan belongs to.

Create a fee plan

You need at least one batch first; plans belong to a batch.

  1. Select New fee plan.
  2. Enter the Plan name and a Description.
  3. Choose the Cohort (the batch) it's for.
  4. Choose the Cadence:
    • One-time — a single charge, such as a drop-in class or a registration fee.
    • Monthly or Per term — repeating. Interval bills every N months or terms.
    • Package — a pack of classes. Enter the Session count.
  5. Enter the Amount and choose the Currency.
  6. Set a Start date, and an End date if the plan stops.
  7. Select Save.
The New fee plan dialog filled in for Power Yoga monthly: description Unlimited evening classes, Cohort Evening Power Yoga, Cadence Monthly, Amount 95, Currency USD, Interval 1 and a start date, with Cancel and Save.
Cadence, currency and batch can't change after you save.

Open a plan to see its rate, Edit its name, description, amount, interval, session count or end date, or archive it under Lifecycle. Archived plans can't be a batch's default, but invoices already made from them are untouched; → Active brings one back. Creating and changing plans needs the Manage Fee Plans permission.

The Morning Vinyasa monthly fee plan page, marked Active, showing a $120.00 monthly rate in USD for the Morning Vinyasa batch, open-ended from its start date, with All plans and Edit buttons and a Lifecycle card offering → Archived.
Changing the amount affects invoices made from now on.

Set a batch's default plan

On the batch's page, choose the plan in the Default fee plan card. When you generate an invoice for a student in that batch, Vertiqa uses this plan. See Batches.

Invoice a student

Invoices aren't made automatically. To bill a student:

  1. Open the student and select the Enrollments tab.
  2. Select Generate invoice on the batch's card. Vertiqa makes an invoice for the batch's default fee plan, due in 14 days, and lists it on the card as Sent.
Aarav Mehta's Enrollments tab with a card for Morning Vinyasa, marked Active and Walk-in, running from a start date to open, with Generate invoice and Transfer buttons, the fees status Due with 120 outstanding, and one invoice, ENR-20261021024533-4794, marked Sent with 0 of 120 paid and 120 due and a Record payment button.
The fees status sums up all the enrollment's invoices.

If the batch has no default plan, generating an invoice tells you so: set one on the batch first.

Generating an invoice doesn't email it. If automatic invoice reminders are on for your organization, an unpaid student invoice gets them like any other invoice, sent to the student's email. See Invoice details.

Record a payment

When a student pays — cash at the desk, a card, a bank transfer — record it against the invoice.

  1. Select Record payment beside the invoice.
  2. Enter the Amount. A smaller amount records a part payment.
  3. Choose the Method: Cash, Card, UPI, Bank transfer, Cheque or Other.
  4. Add a Reference such as a receipt or transaction number.
  5. Select Record payment.
The Record payment dialog for invoice ENR-20261021024533-4794, 0 of 120 paid with 120 due, with Amount 120, Method Cash, the reference Front desk receipt 0412, and Cancel and Record payment buttons.
Recording a payment doesn't charge a card; it records money you've received.

The invoice becomes Partial or Paid.

Fee status

Each enrollment shows one fee status, on the batch's roster and the student's card:

  • No invoices — nothing has been billed yet.
  • Due — billed and not yet due.
  • Partial — part-paid.
  • Overdue — past its due date with money still owed.
  • Paid — fully paid.

The Fees outstanding totals on the batch and the dashboard add up what's still owed, and turn amber when anything is overdue.