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.
Before You Begin
Awaiting Payer Invoices can be used for:
- One-time invoices
- One-time invoices scheduled to be sent later
They cannot be used for:
- Subscriptions
- Invoices set to charge automatically
The Send Invoice collection method must be selected.
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, select Send Invoice.
Charge Automatically is unavailable because the child does not yet have a payer or payment method.
- 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
- Review the invoice summary, then click the button to create the Awaiting Payer Invoice.
The invoice will remain saved in Onespot until a payment profile is assigned.
Related: How to Schedule an Invoice
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.
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.
When a Parent Assigns Themself
After joining the app, the parent can:
- Add a payment method.
- Set their preferred default payment method.
- Assign themself as the child’s payer
The Awaiting Payer Invoices will then be created in Stripe and sent to the parent.
Related:
When an Admin Assigns the Payer
After the parent has joined the app:
- Open the child’s Child Details screen.
- Expand the Billing section.
- Click Assign Payment Profile.
- Select the parent or guardian.
- Review the confirmation message.
- Click Assign & Send.
All Awaiting Payer Invoices for that child will be created and sent immediately.
Important: Before selecting Assign & Send, confirm that the parent has added the payment method they intend to use. Assigning the payment profile may immediately create and send all Awaiting Payer Invoices for the child.
How ACH Discounts Work
An ACH discount is applied when an Awaiting Payer Invoice is created in Stripe, provided that ACH is the payer’s default payment method at that time.
For the ACH discount to apply, the parent should:
- Join the app.
- Add a bank account.
- Set ACH as their default payment method.
- Assign themself as the child’s payer.
If an admin assigns the payment profile before ACH is set as the parent’s default payment method, the ACH discount will not be applied.