Features
Lesson balance & debt tracking — without spreadsheets or guesswork
Lesson balance and debt tracking holds each student's prepaid lessons as a balance: a payment adds lessons, a delivered lesson deducts one, and when the balance runs low the system warns you and the student before any debt appears. Your books finally reconcile themselves, and you always know who has paid ahead and who needs a nudge.
How does a student's lesson balance work?
A student pays ahead and the payment lands on their lesson balance. When the teacher delivers a lesson, the system automatically deducts exactly one — no manual minus in a spreadsheet, no "how many are left?" guesswork. If a lesson is rescheduled or cancelled the balance stays untouched, because only lessons actually delivered are deducted.
- A payment adds lessons to the student's balance
- A delivered lesson deducts exactly one, automatically
- Reschedules and cancellations leave the balance untouched
Low-balance warnings before a debt appears
The best debt is the one that never forms. When only a few lessons remain, the system warns you and the student (or parent) in good time — so there's room to issue an invoice and collect payment ahead, calmly. No unpleasant "lessons ran out mid-month" surprises.
- A "balance running low" signal early, not after the fact
- Both the school and the student or parent see the warning
- A top-up invoice while the balance is still positive
Every debtor in a single filter
No scrolling through profiles, no keeping debts in your head. One filter on the student list shows everyone whose balance has gone negative: who exactly, by how many lessons, and since when. From there it's obvious who to invoice or remind — without hopping between screens.
- A "debtors" filter on the student list — one click
- See who, by how many lessons, and since when
- Invoice or remind straight from the list
Balances protected by a ledger nobody can "adjust"
Behind every deduction and top-up sits an immutable financial ledger: entries are never edited or deleted after the fact — only compensated by new ones. So a student's balance isn't a number someone quietly corrected, but the sum of a history that shows who, when and what for. Protection from honest mistakes and from abuse alike.
- Append-only ledger: no backdated edits, ever
- Every deduction and top-up keeps a full history
- Corrections happen as a new, visible entry only
Frequently asked questions
What happens to the balance when a lesson is rescheduled or cancelled?
Nothing it shouldn't. The balance is only deducted for lessons actually delivered, so a reschedule or cancellation leaves it alone — the lesson returns to the schedule on a new date rather than “burning” or vanishing from the balance. The deduction happens at the exact moment the lesson is marked delivered, no sooner and no later. So a student never pays for lessons that didn't happen, and you never have to manually refund something deducted by mistake.
Can I correct a balance manually if a mistake slips through?
Yes, but not by erasing old records. The balance rests on an immutable ledger where nothing is edited or deleted after the fact — any correction is added as a new, compensating entry. The history stays complete and transparent: you see the original operation, the correction, and who made it and when. This protects you from two things at once — honest mistakes and the chance for anyone to quietly “adjust” a balance — so the number can always be trusted.
How do I know a student is running low on lessons or has gone into debt?
The system works ahead of you. When only a few lessons remain on the balance, it warns both you and the student (or parent) in good time — there's room to issue an invoice and collect payment before any debt forms. And everyone whose balance has already gone negative shows up under one “debtors” filter on the student list: who exactly, by how many lessons, and since when. From there you can invoice or remind them straight away, without hopping between screens.
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