Monthly Billing
SlotBase supports monthly billing cycles that automatically generate invoices for players with outstanding charges. This page explains how the monthly billing process works, what charges are included, and when to expect your invoice.
How Monthly Billing Works
Monthly billing is an automated process that runs at the end of each billing period. Here is what happens:
- SlotBase identifies all players with unpaid charges during the billing period.
- The system creates an invoice for each player, grouping all charges from the period.
- Applicable discounts (such as sibling discounts) are calculated and applied.
- Tax is added if the facility has tax collection enabled.
- The invoice is finalized with a due date and sent to the player's billing account.
Monthly billing runs automatically. You do not need to take any action to trigger invoice generation. Facility admins can review generated invoices before they are sent.
Billing Period
Each invoice covers a specific billing period:
| Field | Description |
|---|---|
| Period Start | The first day of the billing period (typically the 1st of the month) |
| Period End | The last day of the billing period (typically the last day of the month) |
| Issue Date | The date the invoice is created (shortly after the period ends) |
| Due Date | The deadline for payment (set by the facility) |
For example, a January billing period would cover January 1 through January 31. The invoice would be generated in early February with a due date set by the facility.
What Is Included on Monthly Invoices
Monthly invoices include all charges incurred during the billing period that have not already been paid. Common charges include:
Booking Charges
- Individual session bookings made during the billing period
- Recurring booking charges
- Charges for the resource, time slot, and any applicable booking fees
Program Enrollment Charges
- Monthly fees for active program enrollments
- Pro-rated charges for enrollments that started mid-period
- Drop-in session fees
Fees
- Late cancellation fees for sessions cancelled inside the cancellation window
- No-show fees for missed sessions
If you pay at the time of booking (when the facility uses At Booking payment timing), those charges will not appear on your monthly invoice because they have already been settled.
How Discounts Are Applied
Discounts are calculated at invoice generation time. The most common discount is the sibling discount, which automatically reduces charges for families with multiple enrolled children.
Discounts appear as a separate line on the invoice:
| Invoice Field | Description |
|---|---|
| Subtotal | Sum of all line items before discounts |
| Discount Total | Total discount amount applied |
| Tax Amount | Tax calculated on the discounted subtotal (if tax is enabled) |
| Total | Final amount owed after discounts and tax |
See Sibling Discounts for details on how family discounts are calculated.
Tax on Invoices
If your facility has tax collection enabled, tax is calculated automatically:
- Tax is applied to the subtotal after discounts
- The tax rate is set by the facility admin in Payment Settings
- The tax amount appears as a separate line on the invoice
Invoice Delivery
When a monthly invoice is generated:
- The invoice appears in your My Invoices section on the player dashboard
- Family account holders see invoices for all children on the account
- Organization contacts see invoices for all members
What Happens If You Don't Pay
If an invoice is not paid by the due date:
- The invoice status changes to Overdue.
- The facility may follow up with a reminder.
- Depending on the facility's policy, your billing account status may be affected.
An overdue invoice may prevent you from booking new sessions at the facility. Contact the front desk if you need to arrange a payment plan.
Frequently Asked Questions
Can I pay my invoice before the due date? Yes. You can pay an invoice as soon as it appears in your dashboard. Paying early is encouraged.
What if a charge on my invoice is incorrect? Contact your facility's admin team. They can adjust invoice line items, void incorrect charges, or reissue the invoice.
Do I receive an invoice every month? Only if you have outstanding charges. If all your sessions were paid at the time of booking, no invoice is generated.
Related Pages