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Module 14 / 18

Finance

Bill on the day you deliver, not the week you get round to it.

Invoice learners or employers, take card payments through Stripe, handle deposits, instalments, VAT, refunds and credit notes — and see which courses actually make money.

Invoice lifecycle£1,200 · DRAFT
INV-1204
Northrise Construction
CSCS · 8 learners · £1,200 + VAT
Draft
Drafted from course sale
Sent
Stripe link + reminder
Paid
Card payment received
Reconciled
Auto-matched · Xero
Bill anyone

Learner, employer, or both.

Split invoices by payer, handle deposits and instalments, capture VAT correctly, and issue a single receipt at the end. All from one course sale.

  • Bill the learner, the employer, or split-pay
  • Deposits + instalments as first-class concepts
  • VAT handled per invoice · exemptions supported
  • Consolidated statement per payer, on demand
FunnelLast 30 days
Enquiries
Contacted
Qualified
Approved
38% of enquiries land as approved learners.
Chase without chasing

Automated reminders that sound like you.

Overdue reminders at day 3, 7, 14 and 30 — in your voice, from your address. You stop being the chaser; the system does it, gently.

  • Configurable cadence per invoice type
  • Escalation rules for the persistent late payer
  • Pauses if a payment plan is in place
  • Full comms log on the invoice · nothing hidden
Automation ruleFires without a diary
IF certificate.expires_in ≤ 90 days
THEN email learner + owner from “Renewal 90d” template
1
Trigger fires
Cert expires in 90 days
2
Email drafted
Renewal template · learner + owner
3
Sent
Delivered · Fri 11:03
4
Re-check
60-day reminder queued
What makes money

Profitability per course, per cohort.

Track expenses against a course — trainer hours, venue, exam fees — and see the margin on every cohort. Kill the loss-makers, double down on what works.

  • Expenses per course, per cohort
  • Trainer hours + venue + exam fees tracked
  • Margin per cohort visible before you re-run it
  • Board-ready reports · profitability by qualification
Next-action timelineStep 1/5
Enquiry logged
Wed 10:02
Owner assigned
Wed 10:04 · Priya
First contact
Wed 15:11 · SMS
Qualified
Thu 09:22
Converted
Fri 11:40
Everything in Finance

The full list, included on every paid plan.

No feature caps, no upgrade prompts. Pick a tier by team size — the product doesn’t change between plans.

Finance features14 items

  • Invoices to learners or employersYes
  • Stripe payment links on every invoiceYes
  • Deposits and instalmentsYes
  • VAT handling per invoiceYes
  • Refunds and credit notesYes
  • Split-pay (learner + employer)Yes
  • Expenses per course + cohortYes
  • Profitability per course / cohortYes
  • Consolidated payer statementsYes
  • Automated overdue remindersYes
  • Branded PDF invoicesYes
  • CSV export per periodYes
  • Ageing report + cashflow viewYes
  • Automatic status recompute on paymentYes

Security5 items

  • PCI-compliant checkout (Stripe)Yes
  • Role-based finance-only accessYes
  • Immutable payment ledgerYes
  • Full refund + credit-note trailYes
  • Payment-received notificationsYes

Advanced features5 items

  • Automated invoicing on enrolmentYes
  • Persistent-late-payer escalationYes
  • Recurring-invoice schedulesYes
  • Xero reconciliation (Q4 2026)Yes
  • Comms log per invoiceYes
Explore other modules

All 18 hang together. Pick where the next thread runs.

See all 18 →
FAQ

The five things that actually stop people signing up.

Still something open? Ask it on the walkthrough — we’ll use your own qualifications in the demo workspace.

  • We've got eight years of records in spreadsheets.
    CSV import is supported for learners, qualifications, certifications and invoices. Your onboarding includes a 30-minute call where we map your actual exports — including the messy ones with merged cells and a header row three rows down. You don't have to tidy them up first.
  • Our qualification isn't a standard one.
    29 common UK qualifications ship as seeds and 15+ awarding bodies are pre-loaded, but you can add bespoke qualifications under any awarding body — including your own internal awarding body for in-house programmes that nobody else accredits.
  • Will assessors see learners they shouldn't?
    No. An assessor sees only the learners they're assigned to. Six roles ship out of the box — Admin, Programme Manager, Admissions Officer, Assessor, Finance and Viewer — each with 40+ granular permissions you can edit, or you can build custom roles from scratch.
  • What happens to our data if we leave?
    You get a full export on cancellation and a 30-day grace window, then permanent deletion on request as GDPR requires. No contract, no notice period — cancel from billing settings and the account runs to the end of the cycle you've paid for.
  • How long until we're actually running on it?
    A guided setup wizard, a sample-data workspace to learn on before you touch live records, then your CSV mapping call. Most centres are running their real cohorts within a week.
See it with your own qualifications in it

Manage with confidence.

Set the workspace up in an afternoon, import your learners from CSV, and watch the first renewal reminder go out on its own.

Start 14-day free trialBook a 20-minute walkthroughEmail me the module list (PDF)

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