How to Use Scheduled Invoices for Bi-Annual or Period-Based Billing

If you need to bill parents at specific times of the year (not monthly), you can use Scheduled Invoices instead of subscriptions.

Scheduled invoices let you set up one-time charges in advance and automatically send or charge them on a future date.

👉 This follows the same steps as scheduling a regular invoice.

View the full guide here: https://help.onespot.fyi/article/491-how-to-schedule-an-invoice

When should I use scheduled invoices instead of subscriptions?

Use Scheduled Invoices when:

• You bill once, twice, or a few times per year
• Billing dates are fixed (specific dates)
• Amounts may change each term or period
• You want to review or control each invoice individually

Use Subscriptions when:

• You bill monthly or on a repeating schedule
• The amount is consistent each cycle

Common Use Cases

• Bi-annual tuition payments (e.g., Fall and Spring)
• Semester-based billing
• Annual enrollment or registration fees
• Deposits charged on a future date
• Program fees (e.g., summer or enrichment programs)
• Custom payment schedules (not evenly recurring)

How does bi-annual or period-based billing work?

Instead of one recurring setup, you:

1. Create an invoice
2. Select Schedule
3. Set the date and time
4. Repeat for each billing period

Example: Bi-Annual Billing

A school charges tuition twice per year:

• Fall Term → scheduled for August 1
• Spring Term → scheduled for January 1

You would:

• Create and schedule the Fall invoice
• Create and schedule the Spring invoice

Both invoices are set up ahead of time—no need to remember later.

Important Notes

• Scheduled invoices are one-time charges only
• You must create one invoice per billing period
• They can be auto-charged or sent as an invoice, depending on setup
• You can schedule invoices for multiple (bulk) accounts at once