Student invoices and payment records for training schools
Start with 25 active students and 1 instructor seat on the free Starter plan. No credit card required.
Issue an invoice to a student, then record what actually happens: a payment received by bank transfer or cash, a partial payment, a credit for a cancelled lesson, or a refund you have already returned. ProgresslyAI keeps the balance, the status and a dated history for each invoice.
Linked parents see their children's invoices and balances in the parent portal and can print them or save a PDF. Invoicing is included on every plan.
Before you choose: ProgresslyAI records money; it does not move money. There is no card or bank payment collection, recurring tuition, automatic reminders, late fees, tax calculation or accounting-software sync. Your ProgresslyAI subscription is billed separately from student invoices.
Illustrative example with synthetic records
A $50 invoice from issue to settled refund
A synthetic dance school bills one student $50 for September group classes. One class is later cancelled.
| Event | Charge | Received | Refunded | Due | Refund due | Status |
|---|---|---|---|---|---|---|
| Issue INV-000014 for $50.00 | $50.00 | $0.00 | $0.00 | $50.00 | $0.00 | issued |
| Record payment $20.00 (ref BT-0911) | $50.00 | $20.00 | $0.00 | $30.00 | $0.00 | partial |
| Record payment $30.00 (ref BT-0918) | $50.00 | $50.00 | $0.00 | $0.00 | $0.00 | paid |
| Record credit $12.50, reason: cancelled class 26 Sept | $37.50 | $50.00 | $0.00 | $0.00 | $12.50 | refund due |
| Record refund $12.50 returned by transfer (ref RF-0930) | $37.50 | $50.00 | $12.50 | $0.00 | $0.00 | paid |
- After the credit, the charge is $50.00 − $12.50 = $37.50. Money retained is $50.00, so $12.50 shows as refund due until the owner records the refund they made outside the app.
- None of these steps sends or receives money. The parent sees each change in the portal and can print the invoice and the credit note.
- Step-by-step instructions, including how to choose between a credit and a refund, are in the invoice help guide.
Names and records are invented for illustration. They are not customer data or measured results.
Why manual tuition records go wrong
Small schools often take payment by transfer or cash. The hard part is keeping an accurate record of what was charged, paid, credited and returned.
Workflows available in your school workspace
One charge per invoice
Owners choose a student, enter a description (up to 500 characters), an amount, a currency and a due date, and issue an invoice numbered INV-000001, INV-000002 and so on. Each invoice has one charge line. Supported currencies are USD, EUR, GBP, CAD, AUD, NZD and PKR. No overdue status or late fee is applied automatically.
Payments, credits and refunds
Record a payment received (including partial payments) up to the amount due, a credit that reduces the charge with a reason, or a refund already returned, up to the money still held. Every entry needs a unique reference such as a receipt or transfer number; reusing the same reference and details does not record it twice.
Balances and statuses
Charge is the invoice amount minus credits. Amount due is the charge minus money retained (payments minus refunds). If retained money exceeds the charge, the difference shows as refund due. Statuses are issued, partial, paid, credited, refund due and void. An invoice can be voided only before any payment or credit is recorded.
Invoices and credit notes to print
Owners and verified linked parents can open an invoice and use Print / save PDF from the browser. Each credit also has its own credit note showing the reason. Documents state that payments are recorded by the school after receipt.
Verified family access
Invite parents or guardians to a read-only portal for their linked students. After verifying their email they can see recorded skills, the last 15 daily attendance records, the latest published progress report, any latest Business readiness result, and family invoices. Unrelated students remain private.
AI drafts and suggestions for staff to review
Progress report drafts - Pro and Business
Staff request a draft from recorded student skills and attendance, review and edit its text, then publish it to linked families. Drafts stay private, later edits require republication, and staff can withdraw a shared report while retaining its publication history.
Readiness suggestions - Business
Request a 0-100 readiness score with reasoning based on the current level's skills and recent attendance. The latest result is visible to linked families as soon as it is generated, without a separate review step. Instructors decide the next teaching step; it does not award a level or certify exam readiness.
Schedule suggestions - Business
Request suggestions from the school's recorded classes, instructors, and rooms. Staff review the output and make schedule changes themselves.
Retention review - Business
Request a review of student progress and attendance patterns to help plan staff follow-up. The app does not automatically contact students or guarantee a retention outcome.
What the app records
| Workflow | Available in ProgresslyAI |
|---|---|
| Curriculum | Staff-defined levels and skills; one current curriculum per student |
| Classes | Weekly schedule, instructor, exclusive resource reservations, and roster capacity |
| Attendance | Staff records present, absent, late, or excused by class and date |
| Registration | Requests with custom intake questions, staff approval, approved waitlists, and status emails |
| Student billing | Manual invoices, payment/refund records, credits, and print/PDF views |
| AI | Staff-requested outputs on the paid plan required by each feature |
Choose a workflow based on the records and decisions your school needs. The industry label changes how you organize your workspace; it does not add specialist systems that are absent from the app.
Is this a good fit for your school?
A reasonable fit when
- Families pay by bank transfer, cash or a payment tool you already use
- You want each student's charges, payments, credits and refunds in one record families can see
- Your billing is simple: one charge per invoice, issued by an owner
Look elsewhere when
- You need card payments, autopay or recurring tuition collected for you
- You need multi-line invoices, tax calculation, late fees or payment reminders
- Your accountant needs invoices synced to accounting software
- Several staff besides owners need to issue invoices
How it works
Issue an invoice
Owners open Student invoices, choose a student, enter a description, amount, currency and due date, and select Issue invoice.
Record what happened
Choose Payment received, Reduce charge (credit) or Refund already returned, enter the amount and reference, and record it.
Share with families
Verified linked parents see the invoice, balance and history in the portal.
Print when needed
Use Print / save PDF for an invoice or credit note.
Frequently asked questions
Can families pay invoices online?
No. ProgresslyAI does not process payments. Families pay the school however you already accept payment, and an owner records the payment against the invoice. The portal and documents say payments are recorded by the school after receipt.
What is the difference between a credit and a refund?
A credit reduces what the student owes, for example for a cancelled lesson; it needs a reason and produces a credit note. A refund records money you have already returned. If a credit leaves the school holding more than the new charge, the invoice shows refund due until you record the refund.
Who can issue invoices?
Only school owners can see Student invoices, issue invoices and record payments, credits, refunds or voids. Instructors do not have access. Linked parents can view their own children's invoices.
What is included in the free plan?
Starter supports 25 active students and 1 instructor seat. It includes core records, custom curricula, weekly classes, attendance, family access, and manual invoices. Pro costs $49/month for 200 active students and 5 instructor seats, with AI report drafts. Business costs $99/month with no student or instructor-seat cap and the additional AI features described here. Paid plan prices are in USD.
Issue a test invoice to a sample student on Starter and record a payment and a credit before using it with families. See pricing for plan limits; invoicing is the same on every plan.
Start with your school's everyday records
Start with up to 25 active students on the free Starter plan.
Start freeFree Starter plan · No credit card required