How to Schedule an Invoice

Scheduling an invoice lets you send invoices or charge a parent at a specific date and time in the future—instead of doing it manually later.

This is very similar to creating a regular invoice (see: How to Invoice a Student (Onespot Payments)). The main difference is that scheduled invoices are used for one-time invoices that you want to process later.

What’s New

You can now schedule one-time invoices to send or auto-charge at a future date.
The top summary card in Billing now shows all upcoming billing (subscriptions + scheduled invoices).
You can view scheduled invoices in Upcoming Billing → Scheduled Invoices.
Scheduled invoices can be rescheduled or canceled anytime before they run.
They also appear in the Billing section of each child’s detail screen.

Step-by-Step: How to Schedule an Invoice

Step 1: Go to Billing

Click the ⚡ Lightning Bolt (Admin Superpowers)
Select Billing — Payments, Invoices, Subscriptions
Click Bill Someone

Step 2: Select Who to Bill

Choose the child (or multiple children)
Click Continue

Step 3: Add Items & Choose Payment Method

Click Add Item
Select what you are billing for (e.g., Fieldtrip Fee)

Then choose how the charge will be handled:

Charge Automatically (if a payment method is on file), or
Send Invoice (parent pays manually later)

Step 4: Schedule the Invoice (Key Step)

Instead of charging immediately:

Under Schedule Invoice, select Schedule
Choose the date you want the invoice to be processed
Set the time
Review the invoice summary
Click Schedule Invoice

Where to Find Scheduled Invoices

Go to Upcoming Invoices → Scheduled Invoices

Or go to All Children → select a child’s profile → under Billing, you’ll see the Scheduled Invoices section.

View Invoice Details

Go to Upcoming Billing → Scheduled Invoices (or open it from the child’s profile)
Click on a specific scheduled invoice
This will open the Invoice Details page where you can see:
- Status (Scheduled)
- Charge date and time
- Amount due
- Line items and fees

Edit Scheduled Invoices

Click on a scheduled invoice to:

View details (amount, date, fees, etc.)
Reschedule → update the date and time
Cancel → stop the invoice before it runs

Case Scenarios

Future Deposit or One-Time Fee

A parent needs to be charged a deposit or one-time fee on a specific date. Instead of remembering to send or charge it that day, you can schedule it ahead of time so it runs automatically.
Field Trip Fee

You’re collecting $75 for a field trip next week. Schedule the invoice to charge on the exact due date so all families are billed at the same time.
Materials Fee at Start of Month

You know you’ll charge a one-time materials fee on the 1st. You can schedule all invoices in advance so they go out automatically.
Workload Planning

Instead of logging in daily to send invoices, you can batch your work—set everything up at the beginning of the week and let the system handle the rest.