Note: This feature is available only for users on the Pro Plan
Cademy offers a seamless experience for managing your financial documents. Whether you're issuing receipts for payments or generating invoices for your courses, our platform has got you covered. This guide will walk you through the process of managing invoices and receipts on Cademy.
Customise Your Receipts and Invoices
Personalise your financial documents to reflect your brand. Here's how:
Business Information: Update your business details by navigating to Settings → Payments → Invoices & Receipts.
Logo: If you wish to include a logo on your invoices, ensure you've added one to your Profile. The details you input will appear on all your invoices and receipts.
Support Invoices on Checkouts
Allow your customers the flexibility to choose "Invoices" as a payment method:
Enabling the Option
Activate this feature in Settings → Payments → Invoices & Receipts.
Smart Due Date Calculation
Our system intelligently calculates the invoice due date to ensure it aligns with the course date.
Overdue Payment Reminders
If a payment is overdue, an automatic reminder email will be sent to the student.
Customer Experience
If enabled, customers will see the option to select "Invoice" as a payment method when purchasing your course. If selected, the customer will be prompted to enter their company name, VAT number, PO number, and address:
The checkout process to clearly indicate when an invoice will be due. This ensures that your students are well-informed and can plan their payments accordingly.
The customer will not be prompted to pay in order to register, but instead, they will have the option to download the invoice after they check out:
Managing Invoices from the Admin Dashboard
Keep track of all invoice orders directly from your admin dashboard. Here's what you need to know:
Invoice Identification:
Invoice orders will be marked with a yellow badge for easy identification.
Viewing and Editing
Click on any booking to view detailed invoice information. You can modify the booking and invoice details until a card payment is processed for that invoice.
Managing Overdue Invoices
Automatic Overdue Status Update
To ensure efficient tracking, Cademy's system automatically checks each night for any bookings and orders that have become overdue. If a booking or order is in the "Awaiting Payment" status and its due date has passed within the last 24 hours, it will automatically be updated to "Overdue". This helps in minimising the administrative burden on course providers.
Automated Email Notifications
In line with the automated status update, an automatic email notification is sent whenever a booking or order is marked as "overdue". Both the student and the admin will receive an email alert, facilitating timely communication and smooth operation of course management and payment processes.
If the course date is sooner than the default "Payment Deadline" set in the system under invoice settings, the invoice will automatically be due on the course running date. The invoice due date can be changed at any time by editing the invoice details. This can be done by clicking on the edit button on that specific invoice, allowing for flexibility in payment scheduling in accordance with the course dates.
Manually Create Orders & Request Invoices
Creation Process
Navigate to a course or contact, and select "Add to course" or "New booking". Determine the price, contact, and payment status.
Payment Requests
Marking a booking as "To be paid" gives the "Request payment" option. Customers then receive an email with the invoice and payment link.
Customisable Invoice Due Dates
Tailor your payment schedules by setting the invoice due date during the booking process.
Invoice Due Date in Payment Request Emails
All payment request emails will include the invoice due date as an extra reminder.
Making Receipts and Invoices Accessible to Customers
Automatic Email
After selecting the invoice option, customers receive an email from Cademy with the invoice and a payment link.
Downloading Invoices
Customers will have the option to download the invoice after they check out:
Via email link
The default booking confirmation & payment request emails will include a link to download the invoice/receipt. However, you can manually add this link to any email you send through Cademy by adding the mail merge tag to your email template. If you find this confusing, learn more about email merge tags here.
You can copy the payment link from the payment section manually:
Via their customer profile
Lastly, the customer can log in through their profile, see all their orders, and download the receipt or invoice for the booking:
Frequently Asked Questions (FAQs)
How do I add my logo to invoices and receipts?
How do I add my logo to invoices and receipts?
To include your logo on invoices and receipts, first ensure it's added to your profile. Your business details can be updated in Settings → Payments → Invoices & Receipts.
How do I enable invoices as a payment option for my courses?
How do I enable invoices as a payment option for my courses?
Activate the invoice payment method in Settings → Payments → Invoices & Receipts.
Can I enable or disable the invoice payment option for individual courses?
Can I enable or disable the invoice payment option for individual courses?
Yes. To control the invoice option for a specific course:
Navigate to that specific course.
Click on Edit Course.
Go to the Settings tab.
Select Advanced Settings.
Find the Payment Methods section.
What happens when an invoice becomes overdue?
What happens when an invoice becomes overdue?
The system automatically updates the status to "Overdue" and sends an email notification to both the student and admin.
How can I quickly identify invoice orders in the admin dashboard?
How can I quickly identify invoice orders in the admin dashboard?
Invoice orders are marked with a yellow badge for easy identification.
Is it possible to edit booking and invoice details after a card payment is processed?
Is it possible to edit booking and invoice details after a card payment is processed?
No, you can modify booking and invoice details only before the card payment is processed for that invoice.
How do I manually create an order and request an invoice?
How do I manually create an order and request an invoice?
Navigate to the "Bookings" menu, click on "Create New," and mark the booking as "to be paid." The system will then send an invoice with a payment link automatically.
How can customers download their invoices?
How can customers download their invoices?
Immediately After Checkout: Once payment is finalised, a download button for the receipt/invoice appears on the confirmation screen.
Via Email: The booking confirmation email serves as an invoice.
Customer Dashboard: Customers can log in to their Cademy profile, navigate to the specific course page within their dashboard, and download the invoice from there.