Products and promo codes

Products is your price list. Everything you charge for — lesson packages, term fees, a recital costume, an instrument rental — is a product here, so a quote or an invoice is assembled by picking rather than by typing.

One-time or recurring

• One-time — a single amount. A registration fee, a book, a summer intensive.

• Recurring — a Rate per interval ($) plus an interval: per week, month, quarter or year. A recurring product always carries its interval, so "$120" never appears on a document without saying $120 of what.

Monthly products: the first month

Every monthly charge runs on the 1st. A monthly product's How is it charged? decides what a family who starts part way through a month pays for that first month:

• Flat rate, no first month proration — the full month. This is the default.

• Prorated daily — a share of the month for the days left, counting the start day.

• Prorated by visits — the lessons left in the month, each at the product's Rate per visit ($). If that comes to the monthly rate or more, they pay the month.

Both kinds of proration also come in an except if start during the first week version, which charges the full month to anyone starting in the week that contains the 1st.

Rate per visit ($) starts at the monthly rate × 12 ÷ 46 — a year's tuition spread over 46 teaching weeks. Type your own figure to override it, or Use the default to go back. The product list shows each monthly product's per-visit price.

Tick Available on the self-serve portal on a product to list it on your online trial-booking form.

Each product also has a sales tax switch. Tax is decided per item rather than per invoice, because a studio that teaches tax-free and sells taxable sheet music needs both on the same document.

Retiring a product

Products are archived rather than deleted — use Archive on the product. An archived product stops appearing when you build a new document, and every document that already used it is untouched — see below.

Promo codes

A promo code discounts a document. Each one is either:

• A percentage — 10% off the whole thing; or

• A fixed amount — $25 off.

Never both, and never neither. A code is unique within your studio, can be given an expiry date, and can be deactivated without being deleted so the record of what it did survives.

The part worth understanding

When a product or a promo code is added to a quote or an invoice, its name, price and discount are copied onto that document. Editing your price list afterwards changes what you will charge next time — it never rewrites a quote a family has already approved, or an invoice you have already sent.

That is what makes a raise safe. Put the new rate in, and existing agreements keep the price they were signed at until you issue something new. A recurring charge that is already running keeps its amount too, until you change it under Documents → Recurring.

One family on a different price? Give them their own rate from the Rates card on their page under Admin → Clients, rather than a second product.