How Auto-Invoice When Booked plans handle billing and cancellations

Auto-Invoice When Booked plans bill each session as soon as it's booked, so families pay before the lesson happens.

Self-scheduling and drop-ins

One-off bookings from self-scheduling links and drop-in forms go on an Auto-Invoice When Booked plan at the booking's hourly rate. If you already have an active Auto-Invoice When Booked plan at that rate with no initial fee, Noto uses it. Otherwise Noto creates one the first time the rate is booked (for example, "Self-Scheduled ($80.00/hr)"), so there's nothing to set up. Recurring bookings from a link use the plan you chose for that option on the link.

• Self-scheduling links: the booking joins the student's existing enrollment only if it's for the same service and instructor and already on an Auto-Invoice When Booked plan at the link's rate. Otherwise it gets a new enrollment.

• Drop-in forms: the booking joins the student's drop-in enrollment for that class, or a new one at the class's drop-in price.

If the family pays at checkout, that payment covers the session and no separate invoice is created.

Billing

A session is billed the moment a student is booked onto it, however it's booked.

• Credits first. Eligible class credits cover the session, and only the rest is invoiced.

• One invoice per booking. Sessions booked together share an invoice.

• Priced by length. A 30-minute session on an $80/hour plan is $40.

• Due date: your default, but never after the first session on the invoice starts.

• Not billed: tentative sessions (until confirmed), cancelled sessions, and sessions booked with a makeup credit.

Switching an enrollment onto this plan bills its upcoming sessions right away. Attendance doesn't change the charge.

This plan is for private lessons and single-session group drop-ins. It can't be used for a full group class series.

Cancellations and removals

When a student comes off a session, the class credits or makeup credit used to book it come back. What happens to the invoiced amount depends on whether the family has paid it:

• Not paid yet: the session's charge comes off the invoice, so the family doesn't owe for it. If nothing else is left on the invoice, the invoice is removed too.

• Paid: the charge stays, unless your cancellation policy (Settings → Cancellation policy) gives something back for it. An invoice counts as paid as soon as any payment is applied to it or being processed, even a partial one.

How that plays out:

• Staff cancel: credits come back and an unpaid charge comes off. If your staff cancel setting is "Auto-issue an invoice credit", a paid amount is credited to the family's next invoice.

• Member on-time cancel: credits come back and an unpaid charge comes off. A paid amount follows your member cancel setting: an invoice credit, a makeup credit, or nothing. A session covered entirely by credits, or not paid yet, gets no makeup credit on top. A session paid partly with credits and partly by a paid invoice gets a makeup credit for just the paid minutes (for example, 30 minutes of a 90-minute session), which can book a session of that length or shorter.

• Member late cancel, no-show, or attended: charged as normal. Nothing comes back and the charge stays, paid or not, even if the student is later removed.

• Removing, de-enrolling, or deactivating a student: credits come back and unpaid charges come off for sessions not yet used. Paid amounts stay.

• Deleting a session: credits come back and an unpaid charge comes off. A paid amount stays.

Credits and charges are only given back once per session.

Putting a student back

If you un-cancel a student or put them back on a session, or they rebook after an on-time cancel, the session is billed again like a new booking: credits first if they have any, otherwise an invoice. Only what came back is billed again, and only once. Anything they already paid isn't charged twice.

Common questions

Can I stop staff cancellations from returning credits? No. Credits used on a staff-cancelled session always come back.

Why did a self-scheduled booking create a new enrollment? The student's existing enrollment was on a different plan type or rate. A separate enrollment keeps the session from being billed twice.

A cancelled session was the only thing on an invoice. Why is the invoice still there? A credit from the family's account was applied to that invoice. Noto keeps the invoice so the credit isn't lost.