Use this guide when you are preparing TuitionFlow to bill families, collect payments, or route money to tutors. It explains the setup decisions that should be checked before live invoices are issued.

Confirm your organisation’s payment model, payment terms, tutor payment policy, cancellation policy, and Stripe Connect ownership. If you use accounting software such as QuickBooks, make sure the person connecting it has the right external permissions.

Billing usually starts with scheduled and completed teaching activity. Sessions become billable according to attendance, rates, packages, cancellation rules, and organisation settings. Invoices are then issued to families, payments are collected or reconciled, and payouts or payslips are reviewed for tutors.

If you want online card or payment collection, connect Stripe from Integrations or billing settings before asking parents to pay. Stripe Connect controls where money is collected and how it is routed. Do not issue live payment instructions until the connection is complete and tested.

Check organisation details, invoice footer text, payment terms, tax treatment, and billing contact information. These details make invoices understandable for parents and reduce payment queries. If anything is wrong, fix the setting before generating a large invoice batch.

Attendance statuses such as attended, no-show, late cancel, and excused can affect whether a lesson is billed and whether a tutor is paid. Make sure staff record attendance consistently. If a lesson remains scheduled, billing may not treat it as ready.

Credits, credit notes, manual payments, and invoice edits should explain what happened. Use them to correct real billing events, not to hide uncertainty. If a parent disputes a charge, review the session, attendance, cancellation policy, and invoice history before adjusting.

Use aged debt to see overdue family balances. Use payouts and payslips to understand tutor-side money movement. Review these regularly so billing issues are caught while the lesson context is still fresh.

If an invoice is missing lessons, check attendance, date filters, student or family status, and billing package rules. If a payment does not show as paid, confirm whether the Stripe webhook or manual reconciliation path has completed. If a payout looks wrong, review the underlying invoice, payment, tutor rate, and commission or employment model.

After setup, your team should be able to issue invoices, collect payments, track balances, and review tutor payments with a clear link back to lessons and policies.