Set Up Academy Fees and Create Invoices

Academy Fees schedules what a learner owes. Sales & Billing remains the source of truth for issuing invoices, recording payments and applying credits.

Create a Fee Template

Permission required

You need Fee Template permission for the relevant location or Programme. Creating an invoice also requires Academy fee-invoice permission and Sales invoice-creation permission.

Prepare a reusable fee structure

1. Open Academy → Fee Templates and select Create Fee Template.
2. Enter a unique name and code, then optionally limit it by location, Programme or effective dates.
3. Add each fee line with its invoice item, amount, quantity, tax, cadence and due-date pattern.
4. Save the template as Draft and review the resulting schedule.
5. Activate the template when it is ready for learner fee plans.

Draft templates can be edited. Once an Active template is in use, create a revision for future plans rather than changing an agreed learner plan. Archiving requires a reason and preserves all versions and existing plans.

Confirm a learner fee plan

Open the learner’s enrolment and choose Fees. Use the suggested template or create the permitted custom plan, review the payer and scheduled dues, then select Confirm fee plan.

The plan stores a snapshot of the agreed template values. Later template revisions do not change it. Future ready, uninvoiced dues can be adjusted with the required permission and reason. Changing a payer affects eligible future dues only; issued invoices and payment history do not move.

Before withdrawing or cancelling an enrolment, review the prompt for future uninvoiced dues and choose the permitted outcome. Issued financial records remain unchanged.

Work the Fee Collection queue

Open Academy → Fee Collection and use the status cards and filters:

• Ready to invoice: eligible dues that can become draft invoices.
• Due soon: dues coming up in the next seven days.
• Overdue: dues past their due date.
• Unpaid / partial and Paid: status received from Sales & Billing.
• Payer needed: items blocked until payer details are complete.
• Voided: dues removed through the supported fee workflow.

Generate an invoice from Academy

1. Open Ready to invoice and select compatible dues for the same learner, payer and Batch context.
2. Select Preview invoice and resolve any payer, tax or eligibility blocker.
3. Select Generate draft invoice.
4. Open the draft in Sales & Billing, review its legal and tax details, then issue it through the normal invoice workflow.
5. Record or reconcile payment in Sales & Billing. Return to Fee Collection to confirm the updated status.

Important information

Generating a draft invoice does not issue it or collect payment. Do not recreate a due because payment status has not refreshed; first check the linked invoice and payment in Sales & Billing.

Fee Templates, fee plans and dues use status changes and recorded adjustments instead of deletion so Academy and accounting history remain reconcilable.

Related guides

• Set Up and Navigate Academy
• Manage Learners, Enrolments, and Instructors
• Create and Manage Invoices
• Record Payments and Use Customer Wallets

Last reviewed: 10 September 2026