This guide is for System Admins who want to bill an order in separate invoices for its courses or course dates. It explains when those invoices are created, when customers can pay them and how to issue a scheduled invoice early.
An issue date is when an invoice becomes an issued bill. A due date is the payment deadline. A draft invoice is a planned bill that has not yet been issued. Splitting invoices is different from taking several payments against one invoice.
Deposits and monthly instalments are separate features. An order with a deposit or an instalment plan keeps one invoice, which is paid in stages, and is never split into the separate invoices described here. See Offer and Manage Deposits and Offer and Manage Monthly Instalments. Card, PayPal and Klarna payments taken immediately also use one invoice. Splitting applies to eligible pay-later orders, including invoice and manual-payment orders.
Choose how new orders are invoiced
An invoice profile is a saved set of invoice details and rules. Start with the default profile; additional profiles depend on account access. This setup does not, by itself, enable invoice payment at customer checkout.
Open the Admin Dashboard as a System Admin. Select Settings, then Payments.
Expand Invoices & Receipts and open the invoice profile you need to change.
Under Invoice Creation, use Multi-Course Orders to choose One Invoice for the Whole Order or A Separate Invoice for Each Course.
For A Separate Invoice for Each Course, set how many days before its course starts each later invoice should be issued.
Select Save beneath Invoices & Receipts. Reopen the profile and check that your choice is saved.
A Separate Invoice for Each Course groups the order by course and course date. Several participants on the same course date share that group’s invoice. Different dates of the same course can have separate invoices.
The first group is issued when the order is created. Groups are ordered by their course start dates where available. The remaining groups are created as drafts, even when their planned issue date is already due. They wait for scheduled processing or a System Admin’s Issue Now action.
Treat this as a setting for new orders. Saving a different profile setting does not turn an existing issued invoice into separate invoices or automatically reschedule existing draft issue dates. Check existing orders individually.
Set the payment deadline
In the same invoice profile, find Payment Terms. Enter the number of days and select one of the four rules. See Set Up and Manage Invoices and Receipts for the rules.
Select Save beneath Invoices & Receipts after changing the terms. If the course has no dates, the rule falls back to the chosen number of days after issue.
A draft’s due date is provisional. When it is issued, Cademy calculates the deadline again using the current payment terms, course dates and actual issue date. Changing terms or issuing early can change the deadline. Check the issued invoice before giving the customer a date.
To change the deadline of an eligible issued invoice, use Change Due Date in its More menu on the order. Draft, Paid, Void and monthly-instalment invoices do not offer this action. See Set Up and Manage Invoices and Receipts for the complete steps. Changing one invoice’s deadline does not change the dates on the other invoices.
Check the invoice schedule before creating an order
When a System Admin creates a pay-later order, an Invoicing choice appears only when an account invoice profile is set to split invoices and the order has more than one complete course/date entry. It is not shown for a deposit or monthly-instalment plan.
Where available, choose One Invoice or One Per Course Date. When the result has more than one invoice, a schedule appears with course names, amounts and the invoice issue/due dates. It does not display the course date beside each invoice name. Check the selected dates in the order’s course entries before creating it. A single-invoice result has no separate schedule. For the complete order-creation procedure, see Create an Order and Request Payment.
If the Invoicing choice is absent, do not assume there is an error or that the order will split. Check the invoice profile, payment choice and complete course entries. A displayed schedule describes the proposed invoices; it does not confirm that later processing or email delivery has occurred.
Check drafts and scheduled issuing
In the Admin Dashboard, select Orders.
Open the relevant order and expand Invoices & Payments.
Check each invoice card. A draft shows Draft Invoice and its planned issue information. An issued invoice has a number. Read Covers for course names, participants and unnamed spaces; it does not list course dates.
If the same course appears on different dates, check the date in the order’s Details section. Where that course entry has an invoice badge, select the badge to jump to its invoice card. If the association is unclear, ask Support before changing a financial record.
Check the amount and due date on each invoice, rather than treating the whole order total as the amount due on one invoice.
Scheduled drafts are checked daily at 1am UK time. The check includes draft invoices whose planned issue date is today or earlier. It is a daily process, not an exact-time appointment. A draft created after the check with an issue date already due waits for the next daily check unless a System Admin issues it early.
For example, if an additional draft is created at 10am with today as its planned issue date, today’s 1am check has already passed. It remains a draft until a later check or Issue Now. This illustrates the scheduling rule; it is not a tested order.
On-demand courses have no course start date to count back from. An additional invoice for one can therefore have an issue date of today while still being a draft awaiting processing. Do not tell the customer it has been issued until the record confirms this.
If the planned date has passed and it remains a draft after the next daily check, record the order reference, draft details and any error, then contact Cademy Support. Do not create a duplicate order or invoice to work around the delay.
Changes to the underlying order can update its draft invoices. Issued invoices have different correction rules. Before changing courses, participants or prices, follow Change an Existing Order and check the proposed invoice consequences. Do not issue a draft simply to edit it.
Issue a draft before its scheduled date
Issuing gives the invoice a number and dates it today. It also starts the customer-email process. You cannot return that issued invoice to its draft state. Check the course, amount and recipient before confirming.
As a System Admin, select Orders in the Admin Dashboard and open the order.
Expand Invoices & Payments and find the intended draft invoice.
Select Issue Now on that draft. The Issue Invoice Now confirmation opens.
Select Cancel if anything is wrong. To proceed, select Issue Now in the confirmation.
Wait for Invoice issued. Check the invoice number, issue date, recalculated due date and amount on the order. An error or an unchanged draft is not confirmation of success.
Understand what the customer receives
Customers can see an Upcoming Invoice on the order’s payment page before it is issued, but cannot pay that draft. A direct draft-invoice payment link shows This Invoice Is Not Ready Yet.
When a later draft is issued, Cademy queues an invoice email to the Order Contact, the customer the order belongs to, with a copy to the saved billing email where one is supplied. This applies to manual-payment orders as well. The exception is Mark as Paid on a draft invoice: it issues the draft and records a manual payment for the amount due, and this invoice email is not queued. Otherwise, issuing is not a silent bookkeeping action, and an issued status does not prove the email was delivered.
The standard invoice email includes the invoice link. Its Pay Now button also depends on payment links being enabled and an online payment method being enabled. The button opens that invoice’s payment page, which takes the invoice’s amount due by card or PayPal, whichever you have connected. Klarna is not offered on that page. Turning payment links off does not turn off the invoice email. See Set Up and Manage Invoices and Receipts for invoice and payment-link settings.
The profile’s Overdue Payments Reminder Emails setting controls ordinary split-invoice overdue reminders. Hiding payment links is different from disabling those reminders. Staff can still deliberately copy and share a payment link using Request Payment on the order’s invoice card, or Request Payment… in the invoice panel; see Request a Payment or Record Money Received Elsewhere for the complete procedure.
If a customer cannot open the course page
An order is Partially Paid when part of its total has been paid. With separate invoices, that can last from the first payment until the last invoice is paid, including while later invoices are still drafts.
While the order is Partially Paid, the customer cannot open the course page or Manage Participants from the order in their account. This applies to every course on the order, including a course whose own invoice is paid. A page headed No Booking Found (a course with a date) or No Order Found (a course without dates) opens instead and shows the email address they are logged in with. For a course without dates, the same page opens while the order is Overdue.
The order itself still opens from Orders & Billing. The Book Course or Order Course button on that page starts a new checkout for the course; it does not open the existing order. If a customer reports this, tell them not to book again. Contact Cademy Support with the order number if they need the course page before the order is paid in full.
Keep payments, refunds and Xero with the correct invoice
Each issued invoice covers its own course/date group. Check that invoice before recording a payment, requesting payment or handling a refund. A payment against one invoice is not a payment against every invoice in the order.
If you use Record Payment for one invoice, the whole order becomes a manual-payment order. The customer’s order page then no longer shows its INVOICES section, so Download PDF and Pay Invoice are not there for any of the order’s invoices. To let the customer pay another invoice online, select Request Payment on that invoice’s card, then Copy Payment Link in the Request a Payment window, and share the link yourself. Copying the link does not send an email.
Use the order as the overview. Each invoice PDF covers that invoice’s own billed items, not a combined whole-order invoice. Refunds and credit notes relate to the particular invoice being corrected.
Where Xero is connected and the relevant sync conditions are met, Cademy syncs individual invoices. Do not assume every invoice has reached Xero merely because the order exists. Check the relevant invoice and its Xero reference.
Frequently asked questions
Does splitting an invoice create a monthly payment plan?
No. Split invoices bill separate course/date groups. Deposits and monthly instalments use one invoice and separate payment arrangements.
Can customers pay a draft invoice?
No. They can see an upcoming invoice on the order payment page, but payment is unavailable until it is issued.
Will every invoice with today’s date be issued immediately?
No. Later invoices start as drafts. A draft created after the daily check waits for the next check unless a System Admin uses Issue Now.
Will changing the profile update all existing invoices?
No. Do not expect existing invoices to split or draft issue dates to move. A draft’s due date is recalculated using the current terms when it is issued.
Does Issue Now charge the customer?
No. It issues the invoice and starts its email process; it is not a card charge. Check actual payments separately.
Does turning payment links off stop invoice emails?
No. Turning payment links off removes the standard payment-link content, not the invoice email itself. Do not use Issue Now expecting no customer communication.