Billing records and tuition collection
Admin and Front Desk can review existing billing records and record payments received outside Koaryu. Eligible studios can collect tuition after completing Stripe onboarding and meeting payment-account requirements. Creating an account does not turn it on.
$27 USD per month per studio
This pays for the Koaryu platform subscription. Student tuition, a family's billing plan, and payments to your school are separate records and charges.
Optional Koaryu Payments has a standard fee of 0.5% on successful charges, plus Stripe fees. Your studio's configured rate may differ. Recording a cash, check, or other external payment does not incur that processing fee.
What each billing action does
Instructors do not have billing access. Admin and Front Desk share routine record work; actions that collect or change money have narrower permissions and availability.
| Action | Who can use it | Outcome and limit |
|---|---|---|
| Review existing records | Admin and Front Desk | In Billing, Families shows payer contacts; Tuition Plans shows plans; Student Billing shows enrollments; Invoices shows invoice status. A missing payer or assignment still needs to be resolved; viewing a record does not create one. |
| Attach external student billing | Admin and Front Desk | In Billing > Student Billing, select a student and an existing plan, optionally a payer, and record billing dates. Choose Attach to add the external billing enrollment. It does not create a Stripe subscription, collect money, or change training status. |
| Record external payment | Admin and Front Desk | In Billing > Advanced, use Record external payment. Select an existing payer and enter a USD amount, method, and optional note for cash, check, or a payment collected elsewhere. This records receipt at payer level. It does not pay or close an invoice. |
| Reconcile an existing Stripe invoice | Admin and Front Desk | In Billing > Invoices, choose Reconcile on the existing invoice to refresh Koaryu's record from its Stripe status. This does not charge the payer or create another invoice. |
| Collect or change tuition through Stripe | Eligible studios, with action-specific permissions | Creating, finalizing, retrying, or voiding invoices and issuing refunds require Admin access and availability for the studio. In Families, Front Desk may prepare a link the payer uses to enter their own payment details when that action is enabled. Stripe onboarding and payment-account requirements still apply. |
| Create a billing export | Unavailable | New billing export creation is unavailable. Do not plan an accounting migration around a downloadable billing ledger from Koaryu. |
Worked payment example
A check payment will not close a Stripe invoice.
Alex has an open $120 Stripe invoice and hands the front desk a $120 check. Staff choose Alex's payer record, enter $120 with Check as the method, and add a note identifying what the check covers.
External payment record
Koaryu now records a $120 check received for Alex. That entry belongs to the payer. It is not allocated to the open invoice.
Stripe invoice
The $120 invoice remains open unless its state changes separately in Stripe. Reconcile only reads that state back. Repeating the external payment or refreshing the invoice will not settle it.
Review the open invoice with the person responsible for your Stripe account before attempting collection again. A payment received outside Stripe and an open invoice can coexist, so checking only one record can lead to a second collection attempt.
Steps for a missing payer or unresolved invoiceWhat the billing totals mean
In Billing > Advanced, the totals cover payments processed in the current UTC month. The Stripe total subtracts confirmed refunds and money returned through disputes tied to those payments. A refund this month for a payment from a previous month is outside that total. These figures are not a statement of bank deposits or recognized revenue.
Keep the accounting records you use to reconcile deposits and reporting periods. The billing screen and its payment totals do not replace that reconciliation.
Who trains and who pays
Each student keeps their own training record. A payer is the billing contact, who may also be a guardian. An external billing enrollment can link an existing payer and plan to a student without changing their program, status, or rank.
Student, guardian, and payer example