Choose the right action for a tuition record
Start with the student, the payer, and the evidence of what happened. A missing billing enrollment, a stale Stripe invoice, and a check received at the desk need different actions.
Admin and Front Desk can review billing records, attach external billing enrollments, record external payments, and refresh eligible existing Stripe invoices. Instructors cannot access billing. Eligible studios can collect tuition after completing Stripe onboarding and meeting payment-account requirements. New billing exports are unavailable.
Match the case to the record
The student has no external billing enrollment
Open Billing, then Student Billing. Confirm the arrangement, student, existing plan, and payer. In Attach external student billing, choose the Student and Plan, select the existing Payer when appropriate, and enter the Start, End, and Next bill dates that apply. Choose Attach.
Check that the enrollment appears with the right student and plan. This creates a record only. It does not create a Stripe subscription, collect payment, or change the student's training status.
The payer is missing
Open Billing, then Families, and check for an existing payer under the adult's name and confirm who is responsible for payment. A guardian record alone is not a payer. The Attach form can leave Payer blank, but that does not create or recover the missing payer.
Stop before recording an external payment, which requires a payer. Have the studio Admin resolve the payer setup available for the studio. Family setup and collection actions depend on studio eligibility and action-specific permissions; this form cannot supply a missing payer account.
A Stripe invoice looks stale or overdue
Open Billing, then Invoices. Confirm that it is the intended invoice and compare its status with the linked Stripe record. When Reconcile is available on that existing invoice, use it to refresh Koaryu's status from Stripe. An external invoice has no Stripe status to refresh.
Read the refreshed result. If it still says open or overdue, the invoice still needs attention. Reconcile does not attempt a charge. Resolve payment with the person who manages the studio's Stripe billing before promising that the balance is cleared.
The family paid outside Stripe
Open Billing, then Advanced. Confirm the payment evidence, payer, amount, and method, then use Record external payment. Check for an existing record first so the same check or transfer isn't recorded twice. The example below shows exactly what to enter and what it changes.
A $150 check will not close a Stripe invoice
In this fictional example, Jordan Morgan paid $150 USD by check on September 21. Staff verified check 1042 and are recording it on September 22. Jordan is already a payer in Koaryu.
- Payer
- Jordan Morgan
- Amount
- 150.00, recorded in USD
- Method
- Check
- Note
- Check 1042 received September 21 for Alex's September tuition.
Choose Record. The result is a payment attached to Jordan as payer, with the amount, method, note, and the time it was recorded. There is no payment-date field. September 21 in the note is text; it does not backdate the payment record.
This entry does not move money or settle, reduce, or update a Stripe invoice. If Alex's September invoice is still open in Stripe, the person managing Stripe must resolve that invoice separately. Refresh its status in Koaryu after the provider record changes.
Before you call the payment recorded
- Verify the payer, $150 USD amount, check method, and reference note.
- Confirm exactly one external payment record appears for this check.
- Check any related Stripe invoice separately. A new external payment row is not evidence that the invoice is paid.