Software for martial arts schools

Invoices and payments

Easier invoice management

By on Jan 22, 2016 in Blog, Invoices and payments |

A few new options in invoices grid that can make your life easier: multiple invoice selection for bulk actions: delete send email print pay grid export to excel, csv or pdf click on invoice number brings invoice in pop up window from where you can edit, print or export to pdf....

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Recurring payments with PayPal

By on Apr 13, 2015 in Blog, Invoices and payments, PayPal |

Now you can collect money from your students automatically on monthly, weekly, yearly or daily basis. To do it, you need to enable PayPal integration in your account and create recurring payment invoice. Here are the steps: 1) Enable PayPal in “Settings” and setup the IPN link in your PayPal account. More info about this here. 2) Go to student profile for which you want to create recurring payment and create new invoice manually: Or go to “Invoices” and click “create new invoice” button. 3) In the invoice header you need to setup the recurring payment period. If you want to bill your student monthly, set it as in the screenshot below:   If you need to bill every 3 months, or 15 days, you can do this by entering appropriate values in above fields. Then click “create invoice”. 4) Now you need to specify the exact amount to be billed. Click “Add new blank item” button:   5) In item description specify for what are you billing your student (this will be visible in student login). Be descriptive and make sure you make clear that this will create recurring payment. E.g. “Recurring payment for monthly subscription”. Specify the quantity “1”, the amount, and click “update”: 6) The invoice will be listed in “invoices” and in student profile (refresh the page to see it) and you will see an extra column for recurring payment setting (this way you can recognize recurring payment invoices). 7) In student login, when your student clicks on the “pay with paypal” button, he will be redirected to PayPal in order to pay this invoice and create recurring payment profile for future payments.   The recurring payment date will be the date of first payment. So if you have setup monthly invoice and your student pays this invoice on June-06, next payment will be on July-06, and so on. PayPal will automatically bill your student, you don’t have to create new invoice, the PayPal IPN will do this for you. PayPal will continue to bill your student each month (or other period you have setup) until you or the student cancel the recurring payment profile in PayPal. After each successful payment, DojoExpert will create a...

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What’s new in invoicing

By on Dec 13, 2013 in Blog, Invoices and payments |

Good news! We upgraded the invoicing system to offer more options! We also upgraded the complete invoicing tutorial, you can find it here. In short, here’s what’s new: 1) You can now set “prepaid” and “postpaid” subscription packages (prepaid: you bill in front, postpaid: you bill after the period). 2) The invoices can now be generated automatically by the system. You can select fee packages that you want to include in auto generation and enable the service in settings. The service runs once a day and checks if new invoices needs to be generated, and if yes, they will be generated automatically. The service looks for last invoice (if there is no last invoice the “start date” will be used) and generates new one based on that invoice and settings in subscription package. 3) You can set “maximum attendance limit” for a period in subscription package. Until now only weekly limits ware possible, but now you can set the total limit of the package (e.g. total monthly limit). After the limit is reached, you can set that new invoice is generated for next period. Example: you can have monthly package with 15 classes included. If someone exceeds this limit before the end of the month, a new invoice can be generated for next month period and new 15 classes. 4) You can display attendance count and limit  on check in. If you use automatic attendance tracking, after the “welcome message” you can display the attendance count and limit on screen. The message will be “Welcome John Doe (5/15)” – saying this is your 5th class out of 15 maximum. And on the end, the interface of creating and updating subscription packages is more user friendly with useful tips. Hope you will like these new features!...

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Invoicing tutorial

By on Dec 13, 2013 in Blog, Invoices and payments |

Before we begin, it is essential that you understand the hierarchy of objects in DojoExpert. So you have: – dojo – groups or classes – members (students) – subscription packages DOJO: Your school can have more then 1 dojo’s – you can think of them as locations. You must have at least 1 dojo, and by default in DojoExpert this is called “head dojo” (you can change the name as you wish, but you must have at least 1). GROUPS: Groups are your classes. Each Dojo you define, can have 1 or more groups. To be able to manage subscription payments with DojoExpert you will need to have at least 1 group. So, if you have more dojo’s, for each dojo create at least 1 group so that you can enroll your members into them. MEMBERS: In members database you enroll each member in particular dojo. Since you must have at least 1 dojo, any new member when you add it, you must define to which dojo he belongs. But this is not enough – you must enroll him into one or more groups! Yes, your member can belong to more then 1 groups. For example, let’s say that you have KARATE and KUNG FU classes, and John Smith wants to take both. In this case you will enroll him in both groups. There is only one restriction in this hierarchy: 1 member can belong only into 1 dojo (location). So the hierarchy of objects in DojoExpert goes like this: DOJO – GROUPS – MEMBERS. SUBSCRIPTION PACKAGES: You connect subscription packages with your members in particular group! Subscription packages are not related to dojo or group, they are in relation only with members. For example, you can have 3 packages: “monthly fee”, “weekly fee” and “annual fee”. You can use them in any dojo/group and assign them to any member in any group. About subscription packages You can define your own subscription models that you use in your school. Subscription packages have: – title – your own name of the package (ex. “Karate Monthly fee”, “2 weeks fee $10” etc.) – charge period – We support following periods: weekly, monthly, annual and per class (we explain them later) –...

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Payment processing with PayPal

By on Jun 16, 2013 in Blog, Invoices and payments, PayPal |

DojoExpert can now be integrated with your PayPal account so that you can collect payments from your students via this secure and reliable payment processor. This feature is available only in DojoExpert PRO package, and here’s how it works: 1. You enter your paypal e-mail address into DojoExpert interface and enable the feature (we don’t need your PayPal password!) 2. We give you IPN notificationi URL that you enter into your PayPal account. IPN stands for “Instant payment notification”. For all payments that you receive, the IPN will be sent to the IPN URL – this way we can collect payment information: amount, payer name, email etc. We do not collect your money, they will go to your PayPal account, we only get information about the payment. DojoExpert then based on the information in IPN notification, closes the appropriate invoice. 3. You can monitor the IPN-s received in DojoExpert interface. If some payments did not close the invoice, you can “resolve” the issues in IPN monitor interface. 4. Your students can pay invoices by login in into members area. There, every unpaid invoice will have “Pay with PayPal” button. Ok, now, let’s get into more details how to setup your account for accepting PayPal payments: 1. Go to “settings” and find “PayPal” tab. Enter your PayPal email and currency of your invoices (only supported currencies are listed). Tick “enable PayPal” checkbox and hit “save”. 2. Copy your IPN notification URL 3. Login at your PayPal account and go to “profile” –>  “My selling tools” –> “Instant payment notification”. Paste the IPN notification URL, enable the IPN messsages and hit “save”.   4. You are ready to receive payments! Check it out: PayPal button in members area: When your student clicks the button he will be redirected to secure PayPal interface to pay the selected invoice: Once the payment has been made, the invoice in DojoExpert will be closed immediately. You can check this in “invoices” or in IPN monitor: Here you can see who made the payment. Columns to monitor are: UID (unique ID of your student), invoice # (the invoice number) and status (if the invoice is closed ok with this payment the status will be “resolved”). If...

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Update: Subscriptions and invoices

By on Nov 29, 2012 in Blog, Invoices and payments |

On november 29th 2012 we upgraded DojoExpert subscription and invoicing system. Now you can have more then 1 item on single invoice and also can generate subscription items for specific date periods. This is an updated complete step by step tutorial on how to use this system. New features are colored in red. Before we begin, it is essential that you understand the hierarchy of objects in DojoExpert. So you have: – dojo – groups – members – subscription packages DOJO: Your school can have more then 1 dojo’s – you can think of them as locations. You must have at least 1 dojo, and by default in DojoExpert this is called “head dojo” (you can change the name as you wish, but you must have at least 1). GROUPS: Groups are your classes. Each Dojo you define, can have 1 or more groups. To be able to manage subsription payments with DojoExpert you will need to have at least 1 group. So, if you have more dojo’s, for each dojo create at least 1 group so that you can enroll your members into them. MEMBERS: In members database you enroll each member in particular dojo. Since you must have at least 1 dojo, any new member when you add it, you must define to which dojo he belongs. But this is not enough – you must enroll him into one or more groups! Yes, your member can belong to more then 1 groups. For example, let’s say that you have KARATE and KUNG FU classes, and John Smith wants to take both. In this case you will enroll him in both groups. There is only one restriction in this hierarchy: 1 member can belong only into 1 dojo (location). So the hierarchy of objects in DojoExpert goes like this: DOJO – GROUPS – MEMBERS. SUBSCRIPTION PACKAGES: You connect subscription packages with your members in particular group! Subscription packages are not related to dojo or group, they are in relation only with members. For example, you can have 3 packages: “monthly fee”, “weekly fee” and “annual fee”. You can use them in any dojo/group and assign them to any member in any group. About subscription packages You can define...

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