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Before you start

  • An invoice bills an account, not a student directly. Every student already sits on an account. See Accounts and students.
  • You need something to bill. Charges come from marking lessons attended, or you add them by hand. See Operate a lesson.
  • Recipients come from the account’s billing contacts. Set those up on the account first. See Manage billing accounts.

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Steps

1

Start a new invoice

Go to Finances → Invoices and click Add invoice. A blank invoice editor opens.You can also reach this editor pre-filled from an account: open the account in Finances → Accounts and use its generate invoice action.
2

Pick the account to bill

Choose the account. This scopes the bill: you can only attach charges that belong to that account’s students, and the account’s billing contacts fill in as recipients.
3

Attach charges and add line items

Click Attach charges to pick from the account’s existing charges. The picker is grouped by student and shows each charge’s status. Already-paid charges can still be attached if you want them on the bill for the record.You can also type line items directly on the bill: a description, amount, and date. On an account with more than one student, assign each line to a student so the bill shows per-student subtotals. A solo account shows no student labels.As you add charges, the bill’s amount due updates.
4

Apply a credit (optional)

If the account holds a credit, use Apply credit to deduct it from this bill. The deduction lowers the amount the recipient owes, capped at the amount due. See Credits.
5

Set the dates, terms, notes, and recipients

Set the Invoice Date and Terms (the due date is calculated from the terms, e.g. Net 30). Add Notes and payment instructions if you want them on the bill.Confirm the recipients: they default to the account’s billing contacts. You can adjust who receives this invoice here.
6

Enable online payment (optional)

Turn on Accept online payments to include a card-payment link in the email. This requires Stripe to be connected.
Online card payments need Stripe connected, which is a Professional feature. Without it, the bill still sends: recipients just pay you by cash, check, or transfer. See Connect Stripe.
7

Send

Click Send now. The recipients get the invoice by email, with a pay link if online payment is on.

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What sending does

Sending turns a draft into a real bill. At that point:
  • The set of charges and their amounts are fixed: the bill is what the recipient agreed to pay.
  • The invoice moves from Draft to Sent. This is one-way.
  • Any credit you applied is deducted.
  • Recipients get the email, and the invoice starts tracking what’s paid.
A sent invoice shows each line with its own status (Paid, Partially paid, Credited) and, on a shared account, per-student subtotals. Voided lines are struck through.
Sending is one-way. There’s no “unsend”. To correct a sent invoice, you void it and start a new one. See Manage invoices.

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FAQ

No. Once sent, the charges and amounts are fixed. If something’s wrong, void it and create a new invoice. See Manage invoices.
Recipients come from the account’s billing contacts. Fix them on the account, then start the invoice again. See Manage billing accounts. If the contacts change after you started the draft, the editor flags the mismatch so you can update them before sending.
The total is everything on the bill. The amount due is what’s left to pay after any applied credit and any payments already recorded against those charges.
Students on two or more accounts are skipped by automatic billing, since Harness can’t guess which account to bill. Invoice them by hand: open the account you want to bill in Finances → Accounts and create the invoice from there.