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Billing for Classes with Studio Manager

Class Charge Schedules

Out of the box, Studio Manager supports a number of common billing schemes:

  • Billing by hours of classes taken: In this scheme a cost schedule is based on the total number of hours of classes taken, either by each student or by the entire family
  • Billing by number of classes taken: In this scheme a cost schedule is based on the total number of classes taken, either by each student or by the entire family
  • Billing by fixed charge amounts per class: This scheme assumes you charge a different, fixed amount per class. You would specify that fixed amount for each class
  • Billing by class combinations taken: This scheme is tailored for Studios that bill based on paired classes. That is, the class cost is calculated based on what other specific classes are being taken along with it
  • Billing by passbooks: Studios using this scheme sell classes in blocks. A student, or family, may purchase a certain number of class visits and they may attend classes until that number of visits is exhausted. Passbooks may apply to specific classes, or to every class offered. Passbooks may also expire if not used
  • Bill by Class Group Totals: Based on the types of classes that you define, Studio Manager bills against a different cost schedule. You will have as many cost schedules as you do class types. This will allow you to bill, for example, more for Advanced classes than for Beginning classes and will allow you to discount if multiple classes of each type are taken

In these schemes, from the Class Charges screen, you create your cost schedule. You might have a charge called the "One Class Charge" that would apply if the Family is taking 1 class. You might also have the "Two to Four Class Charge" that would apply if the Family is taking between 2 and 4 classes - and so forth. This would allow you to discount as more classes are taken by a Student or by a Family.

In all schemes, based on enrollment, billing is automatically calculated each month.

More Discounts

On top of each of these base schemes, you can apply a number of additional options:

  • You may specify an overriding amount to bill for each family, which will trump any automated billing
  • You may provide a discount based on the number of payments made, for those who allow payments quarterly, etc
  • You may provide discounts based on student gender
  • You may supply a fixed flat fee for families with more than a certain number of students enrolled
  • You may specify a flat discount amount for each student in a family past the first
  • You may specify a discount based on the number of classes taken
  • You may allow a discount based on the number of hours of classes taken

Automatic Monthly Billing

Each month, on the first day of the month Studio Manager will ask you if you'd like to run billing. If you answer Yes, it will charge families based on your schedule of class charges. If you answer No, or bill on a different schedule, you can use the Mass Billing screen and the Monthly Class Charges option to run billing at any time.

Further, you can create a charge called "Late Fee" and any time you use the Mass Billing screen and run that charge, it will only bill families whose accounts carry a balance.

Electronic Invoices by Email

From the Online menu you can choose to send out your invoices, and receive payment electronically. When you use this option, any family with an email address specified will receive their invoice and be able to pay by email directly into the PayPal account you've configured in Program Setup -> Setup. When you use this feature, Studio Manager automatically downloads payment information and updates the family ledger.

As of February 28th, 2017, we will no longer offer unlimited 24/7 support.

The copy of Studio Manager you purchased will still belong to you and will continue to operate as it does now, indefinitely. You will also be able to download manuals and access user forums here to answer any questions that might come up.

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