Payment & Billing Terms

1. Invoicing

One invoice per month, per school. Months of the free trial carry no software fee; every later one is the number of active students multiplied by the agreed rate. Any custom charge agreed for a month is added to that month's invoice as its own line.

An invoice is due on the 15th of the month it covers. Exactly one month is payable at a time — the earliest unsettled one — so a School cannot pay ahead into a month whose student count is not yet known.

2. What an invoice records

Every invoice records the period it covers, the number of active students counted, the rate applied, each line it is made of (including any custom charge and its description) and the resulting total, as they stood at the moment it was issued.

Once an invoice is paid or waived it becomes a settled record and cannot be restated: not its total, not its count, not its rate, not its period. This is enforced by the system, not by convention. A correction is issued as a separate credit or adjustment, so the trail shows both the original figure and the correction rather than replacing one with the other.

3. Ways to pay

Payment is by online transfer through our payment gateway, or by any other method we have agreed with the School in writing and recorded against the invoice. We do not store card details; the gateway handles them and we receive only a reference.

4. Taxes

The list prices on our pricing page, and the per-student rate agreed with the School, are exclusive of GST. Where GST applies, it is added to each invoice at the rate in force and shown separately, with the School's GSTIN where the School has given one, so the School may claim it as input tax credit.

Paying online adds the payment gateway's charge (the gateway's fee and the GST on it). It is paid by the School and shown as its own line on the invoice.

5. Late payment

1. 1On the due date, an unpaid invoice is marked overdue and the billing contact is notified.
2. 2A grace period runs from the due date, the length of which is set on the School's account and is at least seven days.
3. 3After the grace period, administrative sign-in may be suspended. Teachers, staff, parents and students keep access — suspending a school's teaching staff over an accounts matter punishes the wrong people.
4. 4Data is never deleted for non-payment. The Data Retention & Deletion Policy sets out what happens to a closed account.

6. Disputes

A School that believes an invoice is wrong should raise it within thirty days of issue. We will not suspend an account over an invoice that is genuinely in dispute while we are investigating it.