How to Create an Awaiting Payer Invoice

Awaiting Payer Invoices let admins prepare invoices for children who do not yet have a payment profile assigned.

The invoice is saved in Onespot and remains in Awaiting Payer status until a payer is assigned to the child. Once a payment profile is assigned, the invoice is created in Stripe and sent to the payer. Any applicable ACH discount is also added based on the payer’s default payment method at the time the invoice is created.

Create an Awaiting Payer Invoice

• Open the Billing dashboard.

• Select the child you want to bill.

  Children without a payment profile may display an Assign Payment Profile button, but you can still select and bill them.

• Click Bill at the bottom of the screen.

Option 2: You can also click Bill Someone and select the child from the list.

• Add the products, fees, or other line items.

• Under Collection Method, Send Invoice is selected automatically.

  Charge Automatically is grayed out and can't be used—these invoices have no payer assigned yet, so they're sent for the parent to pay.

• Choose how the invoice will be paid:
  • Within your app
  • By cash/check
• Enter the number of days after the invoice is sent that payment will be due.
• Add a discount, if needed.
• Choose when the invoice should be sent:
  • Send Now
  • Schedule
  • Repeat—sets up a recurring Billing Plan for the child, which shows a Waiting for a payer badge until a payer is assigned
• Save the invoice. The button label reflects what you're saving—Save $X invoice, Save N invoices, or Save billing plan (N invoices). This saves it in Awaiting Payer status; it is not sent yet. It will be created and sent (or scheduled) automatically once a payer is assigned to the child.

The invoice will remain saved in Onespot until a payment profile is assigned.

View an Awaiting Payer Invoice

From the Billing Dashboard

The child’s row displays the number of Awaiting Payer Invoices and their combined amount.

Use the refresh button when you need to update the billing information shown on the dashboard.

From the Child Details Screen

Open the child’s profile and expand the Billing section.

The Awaiting Payer Invoices section displays each invoice’s name, amount, due date, and scheduled send date, when applicable.

Select an invoice to open its details.

You can also cancel the invoice from this screen before it is converted into a regular invoice.

Managing Awaiting Payer Invoices

• They can't be edited. Once saved, the only action is Cancel Invoice (permanent). To change an awaiting-payer invoice, cancel it and create a new one.
• If an invoice fails: when a payer is assigned, an invoice can end up Failed—for example, if a product was archived or a discount became invalid before it was created. A Create Now button appears on the detail screen to retry it.
• Cash/check invoices: if you chose By cash/check, the detail screen shows Payment Method: Cash/Check, and no ACH discount is applied to those.
• Scheduled invoices: if an invoice was scheduled for a future date, assigning a payer creates it, but it still won't send until that scheduled date.
• Due date: the due date is set from the original save/schedule date—it is not recalculated from when the payer is eventually assigned.

Assign a Payer and Send the Invoice

An Awaiting Payer Invoice is converted into a regular invoice as soon as a payment profile is assigned to the child.

This applies to Billing Plans too—an awaiting-payer plan only begins once the payment profile has been assigned, and its invoices bill on the schedule set when the plan was created.

When a Parent Assigns Themself

After joining the app, the parent can:

1. Add a payment method.
2. Set their preferred default payment method.
3. Assign themself as the child’s payer

The Awaiting Payer Invoices will then be created in Stripe and sent to the parent.

When an Admin Assigns the Payer

After the parent has joined the app:

1. Open the child’s Child Details screen.
2. Expand the Billing section.
3. Click Assign Payment Profile.
4. Select the parent or guardian.
5. Review the confirmation message.
6. Click Assign & Send.

All Awaiting Payer Invoices for that child will be created immediately—invoices send right away, while any scheduled for a future date will send on their scheduled date.