How invoicing works

Automatic invoices

Every day, Cohort checks each active enrollment and, when it’s due, creates an invoice for it — so you don’t have to bill each student by hand every month. Your center’s billing policy decides:

Whether everyone is billed on the same day each month, or each student on their own enrollment anniversary.

The due date, and any grace period before an unpaid invoice counts as Overdue.

Whether reminders and late fees apply automatically, and whether an unpaid invoice eventually suspends or cancels the student’s enrollment — see below.

Whether a standing discount or wallet credit is applied the moment the invoice is created.

You can see your center’s current policy under Billing Policy in the sidebar. These settings are managed at the platform level — contact Cohort support to change them.

Create an invoice by hand for something the automatic cycle doesn’t cover, like a one-off registration fee. See create an invoice.

Invoice statuses

Status	What it means
Draft	Created by a staff member, but not issued yet. It isn’t visible to the student and doesn’t count toward what they owe. Only an invoice you create by hand ever starts as Draft — automatic invoices skip straight to Unpaid.
Unpaid	Issued, and nothing has been paid yet.
Partial	Some, but not all, of the amount due has been paid.
Paid	Paid in full.
Overdue	Past its due date, plus any grace period, with something still owed.
Void	Cancelled. It no longer counts toward what the student owes — but any payments already recorded on it aren’t refunded automatically.

What happens if an invoice goes unpaid

Stage	What happens
Becomes Overdue	Once the due date, plus any grace period, has passed.
Reminder	If your billing policy has reminders turned on, Cohort sends the student an SMS reminder.
Late fee	If turned on, Cohort adds a late fee to the invoice — a fixed amount or a percentage, once or repeating, and optionally capped.
Enrollment suspended	If turned on, once the invoice has been overdue for a set number of days, the student’s enrollment is suspended. They keep their seat in the group, but drop off the schedule and attendance.
Enrollment cancelled	If turned on, once it’s been overdue for longer still, the enrollment is dropped for good. The invoice itself stays open — Cohort doesn’t cancel what’s owed.

Paying off what’s owed automatically reactivates a suspended enrollment. A cancelled enrollment doesn’t come back on its own — enroll the student again.

Leads / Pipeline

Students

Staff & HR

Courses

Rooms

Groups

Invoices

Fee Plans

Discounts

Branches

How invoicing works

Automatic invoices

Invoice statuses

What happens if an invoice goes unpaid

​Automatic invoices

​Invoice statuses

​What happens if an invoice goes unpaid

​Related

Automatic invoices

Invoice statuses

What happens if an invoice goes unpaid

Related