Paid by organizations

What it does

Some students’ lessons are paid by a school, a charter school or another organization. It pays you directly, with its own invoicing. Mark those students as paid by that organization, and Clefsy stops billing them. They keep booking lessons as usual.

It is set per student, not per family. Siblings can be paid for by different schools, or one by a school and one by the family.

Who can do it: the studio’s owner and admins add organizations. Choosing who pays for a student needs permission to take payments.

Add a school or organization

1. Go to Settings → Paid by organizations. It is under Money, below Payments.
2. Click Add an organization.
3. Type its Name. This is the only field you have to fill in.
4. Add the rest if you like: Contact (who you invoice), Email, Phone, Address and How they want to be invoiced, such as their vendor portal link or PO rules. As you type the address, Google suggests the school.
5. Click Add.

The list shows each organization and how many students it pays for. Edit changes its details. On the phone site, go to Settings → Paid by organizations, under Payments. You can also add one while you mark a student, with Add an organization in the Who pays window.

Mark one student

1. Open the student’s card from Students and go to the Billing tab.
2. Next to Who pays, click Change.
3. Choose A school or organization, then pick it under Organization.
4. If you have them, type the PO or authorization number and the date the Authorization ends. Both are optional.
5. Click Save.

The card now names the organization. Under it are the reference number and “Authorized through” with the end date, if you added them. It also says that Clefsy doesn’t invoice, charge or remind this student, and that their lessons still count in your reports.

To bill the student yourself again, click Change, choose The studio and click Save. On the phone site, the same Who pays row is on the student’s Billing tab.

Mark many students

1. Go to Students and tick the students.
2. In the bar that appears, click Who pays….
3. Choose A school or organization and pick it. Or choose The studio to bill them yourself again.
4. Click Save.

Each student keeps their own reference number and end date. Set those on each student’s card. To see who pays at a glance, turn on the Paid by column with Edit columns on the Students list.

What stops and what keeps going

What stops: Clefsy never sends that student or their family an invoice, a charge, an autopay payment or a payment reminder for their lessons. That covers lesson invoices, monthly invoices, card charges, payment links and billing emails. They are left out of what your studio is owed, and nothing on their side says they owe you.

If the family has other children you bill, the family’s invoice leaves this student out and bills the others as usual. In the portal, the student’s Payments page says who pays their lessons and that there’s nothing to pay.

What keeps going: they book, move and cancel lessons as usual, and lesson emails such as confirmations and reminders still go. Each lesson keeps its price, so your reports, revenue and teacher pay stay right.

An invoice sent before you made the change stays as it was, but no reminder or autopay runs on it. Void it, or record the school’s payment on it.

Invoice the school each month

1. Go to Reports. Under Export data, find Organization lessons.
2. Pick the month. It starts on last month, the one you are most likely invoicing.
3. Click Export. A spreadsheet (a CSV file) downloads.

It has one row for each lesson, with these columns: Organization, Student, Reference, Authorization ends, Date, Time, Lesson type, Minutes, Status and Value. After the lessons, each organization gets a total row with its lessons counted, minutes and value.

Lessons taught, no-shows and late cancels your policy still charges are counted. A lesson canceled with notice is left out. A past lesson nobody has marked yet is listed as “Not marked yet” and left out of the totals until you mark it. A lesson with no price has a blank value, never 0.00.

Archive an organization

In Settings → Paid by organizations, click Archive next to the organization, then Archive again to confirm. It leaves the Who pays list, and its past lessons stay in your reports. To bring it back, click Restore under Archived.

An organization that still pays for students can’t be archived. Move those students first: tick them on Students, click Who pays…, and pick another organization or The studio.

Delete, under Archived, removes an organization for good. It works only for one that no student was ever on.

When the authorization ends

When the date in Authorization ends passes, nothing changes on its own. Clefsy still doesn’t bill the student. The student’s card says “Authorization ended” with the date, and the monthly export marks that date “(ended)”.

That is your cue to get a new authorization from the school and update the date, or to move the student back to The studio.

Contact support

Send us a message from our contact page and a person will answer. Support hours are Monday to Friday, 9 AM to 5 PM Pacific, and we reply within one business day. Already using Clefsy? Open Support → Contact our team in the app.