Recurring invoices without the admin: set-and-forget setups for class businesses

To automate recurring invoices, create products (monthly or term), set the repeat rule, attach the learner/parent account, and switch on reminders (issue → pre-due → post-due). Add debit orders or pay-links so payments reconcile automatically.

Checklist: create product → set repeat rule → attach to student/parent → turn on reminders → collect via debit orders or pay-links.

If you run classes, you already know the pattern: the same fees roll around every month or term, yet your admin never feels “set and forget.” Families join mid-cycle. Siblings need different rates. Someone buys a cap or adds an extra session. The goal isn’t just to “send invoices”; it’s to make billing so smooth that it stops being a task at all.

This guide shows you how to structure recurring billing in swool.io so your invoices create themselves, reminders go out on time, and payments flow in with minimal chasing. We’ll start with the building blocks, then walk through common setups; monthly, term, siblings, and add-ons, and end with simple messaging and a few guardrails that keep everything tidy.

In swool.io you combine a few simple parts:

• Packages: what you charge for (e.g., “Monthly Swim – Group”, “Term Fee – Level 2”, “Registration Fee”, “Starter Kit”).

• Repeat rules: when to generate invoices (monthly on a date; once per term).

• Family billing: learners link to a single payer, so one statement covers everyone.

• Reminders: a light cadence that nudges payment without nagging.

• Collections: debit orders for predictability; pay-links for flexibility.

• Auto-reconciliation: payments land on the right invoice without manual matching.

With those pieces, you can cover almost any scenario.

Create your product (“Monthly Swim – Group 1×/week”), choose a price, and set a repeat rule: invoice on the 25th, due on the 7th (or whatever cadence matches your operations). Attach that product to each learner under the parent/payer profile. Done.

Real life, handled

• A family joins on the 12th? Pro-rate their first invoice or use a half-month “intro” product.

• Two kids, different classes? Add one product per learner; the statement still lands as one tidy bill.

• Want stability? Put the family on debit orders. Prefer flex? Keep the pay-link on every invoice and let them choose card/EFT.

Monthly works because the dates never move. Families learn the rhythm and pay on autopilot.

If you operate around school terms or seasonal pools, term billing is the right container.

How to set it up
Create a product per term (“Term Fee – Level 2 (Winter 2025)”) and set a single repeat for that date range. Attach it to everyone in the level. If you want commitment upfront, add an optional term deposit product. When someone joins mid-term, use your pro-rated version of the term product so the numbers stay fair.

Why it’s nice
Term billing lines up perfectly with your calendar and your capacity planning. It also makes it simpler to run intensive programs as separate, limited runs — just add an “Intensive” class type and a one-off product.

Siblings and mixed schedules: one payer, no chaos

Families with multiple swimmers are where billing can spiral — unless you use family billing with simple rules.

How to set it up
Link all learners to one parent/payer. Add the relevant product to each learner. Apply a sibling discount that’s easy to understand (e.g., 10% off the second child’s lower-priced product, 15% off the third). Keep the matrix simple so your invoices are clear. The family receives a single statement; your bank reconciliation breathes a sigh of relief.

Pro tip
Show the discount line item on the invoice. It prevents “Did the discount apply?” back-and-forth and reinforces perceived value.

Automation works best with human-sounding copy. Keep it short. One clear link. No guilt trips.

• Issue (when created): “Your {{Month}} invoice is ready. View & pay here: {{PayLink}}.”
• Pre-due (3 days before): “Hi {{Name}} — quick reminder: invoice due {{DueDate}}. Pay securely by card/EFT: {{PayLink}}.”
• Post-due (2 days after): “Hi {{Name}} — our records show invoice {{InvNumber}} is overdue. Please pay here: {{PayLink}}. If you’ve already paid, thanks — no action needed.”

That’s enough. You can add a gentle fourth reminder for chronic late payers, but most accounts clear on three touches.

• Debit orders: best default for predictable tuition. Authentication reduces disputes; you spend less time chasing.
• Pay-links (card/EFT): perfect for ad-hoc payments, extras, or families who prefer to pay on their schedule.

The sweet spot is hybrid: put most families on debit orders; leave the pay-link on every invoice for exceptions and catch-up payments.

When your products are named clearly, repeat rules are consistent, and families have a predictable way to pay, billing fades into the background. Monthly or term, either works. What matters is a rhythm everyone can feel, plus a few sensible rules for siblings and extras. The result: fewer questions, fewer manual edits, fewer “just checking on my invoice” emails. More time in the pool (or on the floor), less time in spreadsheets.

Ready to stop rebuilding invoices every month? Book a swool.io demo and we’ll set up your monthly/term products, sibling discounts and reminder cadence live — so next month’s billing runs itself.