About This Tutorial
There are two ways that invoices can be created:
You manually create an invoice.
You have Duet create the invoices for you on a repeating schedule. Otherwise known as Automated Invoicing.
You can create as many automated invoices as you wish. This tutorial will walk you through how to create an automated invoice.
Create an Automated Invoice
Let's say that you have a student, John Williams, to whom you assigned a Weekly rate package. So, John gets charged once a week for lessons. Every week, you go in and create an invoice for John. To save some time, you have decided to have Duet automatically create the invoices for you and email them to John. Here is how you do that.
Go to Billing > Invoicing
Click on the Create Invoice(s) button.
This will take you into the Create Invoices page.
Click in the Invoice For drop down box and select Custom.
Next, you want to decide when you want this auto invoice to start.
In this example, I do want auto invoicing to start on the date shown below.
However, if you want to change the start date, click on the Calendar icon and choose a new date.
Next, you will tell Duet the invoice payment's due date. This lets Duet know when it should send out overdue invoice notifications.
Note: For overdue invoice notifications to be sent, you need to turn this feature on. See the following tutorial for how to do so: Send Overdue Invoice Notifications.Click in the Payment Due Date box to select how many days after the invoice is created that Duet should send out the overdue invoice notification. In this example, we will select 14 days.
Scroll down a bit to the Select Families drop down box.
Click in the Select Families box and select who you are making this automated invoice for. In this example, we are making it for John Williams.
Scroll down some more to the Email Invoice section. Click in the Email invoice to the selected families box to check it.
Scroll down to the Recurring Invoices section.
Click in the Schedule this invoice box to check it. More options will appear.
In the Invoice Schedule Name box, give your automated invoice a name. In this example, we will name it "Auto Invoice for John Williams."
Next, you will want to choose how often you want Duet to create the invoice for you. You do this in the Generate invoices every section.
You can either have the invoices sent on a monthly or weekly schedule. Let's take a look at a couple of examples so you can see how this works.
Example #1: If you want Duet to create the invoice once a month, you choose 1 for the first box and Months for the second box.
Example #2: If you want Duet to create the invoice every two weeks, you choose 2 for the first box and Weeks for the second box.
Since John is assigned the Weekly rate package, I want Duet to create invoices on a weekly basis. Click in the first box and choose 1.
Click in the second box and choose Week(s).
The end result is that Duet will create an invoice, for John Williams, once a week.
Scroll down a bit to the Schedule Status section. Make sure that the Active box is check marked. It is checked by default.
Click on the Schedule Invoices button to save.
When saving is complete you will be taken to the Scheduled Invoices page, where you will see a list of all the scheduled invoices you have created. The one that you just created for John is at the bottom of the list.
Where Automatic Invoices Show Up in Your Duet Studio
When Duet creates an invoice for you, Duet automatically lists the invoice in your Invoice History page. To access the Invoice History, click on Invoicing.
Go to Billing > Invoicing
This will take you to your Invoice History page. In here, you will find all of the manual invoices that you have created and any invoices that Duet created for you.
Find the auto invoice you are looking for and click on it to see the invoice.
A preview of the invoice will open.