Axion Dojo User Guide

Billing and payments

Find it Finance › Billing

Billing is where money is raised, collected, and chased. Your school charges families through your own payment account, so tuition goes to your bank, not through anyone else's.

Getting paid at all

Before you can take a card or a Cash App payment, press Connect Stripe and complete the setup. This is the same step as Payments in the Setup Guide. A cash-only school can skip it and still record cash and check payments by hand.

The things you will do most

  • Quick Charge — a one-off charge for a uniform, a seminar, a testing fee.
  • New Invoice — a full bill. It starts as a Draft so you can check it before the family sees it.
  • Add Payment — record what came in, by Card, Cash App, Cash, or Check.
  • Auto-pay — a method on file that is charged automatically. The one flag worth watching is Auto-pay failed, which means a payment was refused and that family has quietly stopped paying you.

Cash App Pay

Alongside a card and a bank account, families can pay with Cash App. They approve it once — on a phone, Cash App opens for them; on a computer, they scan a QR code with their phone — and from then on it behaves like any other saved method, auto-pay included.

It is offered on the payment page you send a family, in their Account Portal, on the sign-up form a new student fills in, and on Add Payment at the desk. It costs the same to process as a card. On the account it shows as the family's $cashtag rather than the last four digits of a card.

Chasing what you are owed

Past Due / Uncollected is the list of everyone behind. Work down it and send payment requests straight from the account. An Account Statement shows a family everything they have been charged and everything they have paid, and can be printed or emailed.

When something looks wrong

  • Billing Log — every billing action taken, and by whom.
  • Billing Audit — a health check that flags anything that does not add up.
  • Load payouts — the money actually transferred to your bank, with arrival dates. Use this when reconciling.
Membership assigned to student Nightly run no one presses a button Invoice raised method on file paid by hand Auto-pay Paid Cash, check card or Cash App declined Auto-pay failed unpaid Past due
Tuition bills itself once a membership is assigned. The two amber boxes are the only places a human is needed, and they are the two worth checking weekly — a failed payment is a family who has quietly stopped paying you.
Refunds keep their paperwork. A refund produces its own receipt rather than quietly erasing the original payment, so your records still balance afterwards.