Attendance-to-invoice billing requires staff to manually collect attendance from multiple sources, consolidate records, look up student rates, calculate amounts, and create invoices in accounting software.
Automation reads attendance records, matches them to student fee tiers, calculates billable amounts with discounts applied, creates invoices in the accounting system, and routes them for manager approval before delivery.
The full workflow, from trigger to completion.
Automation is triggered on the first day of the month or on a scheduled billing date. The system checks that attendance records for the prior month are marked complete.
The automation fetches attendance records from the master attendance sheet, including student name, class, session count, and enrollment date.
The automation queries the pricing and enrollment sheet to retrieve the correct per-session or per-hour fee for each student based on class type and tier.
The automation multiplies attendance count by the fee rate, applies any standing discounts or credits, and produces the final invoice amount.
The automation creates a new invoice with student contact details, line items, and the calculated total, then marks it as draft for review.
A finance manager reviews the draft invoice. If correct, the invoice is approved. If errors are found, it is returned for manual correction.
Once approved, the automation retrieves the invoice PDF and sends it to the student's email address with a standard payment reminder.
The automation posts a summary message confirming that all invoices for the month have been sent and the billing cycle is complete.
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