Family portal
Parents see lessons, notes, progress, term reports and invoices, pay by card and message the school from their phone.
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Invoices and payments
Invoice by term, by month, by fortnight or per lesson — by hand or automatically — with GST handled your way, Stripe card payments, Auto Pay from a saved card, receipts, overdue reminders and refunds that go back to the card.
Each student has a billing plan: weekly, fortnightly, monthly, per term or pay-per-lesson. With automatic invoicing on (Settings → Billing & tax), invoices are raised at the start of each period — or the week after, for lessons held — as drafts for the office to check or sent straight away. Prefer to do it yourself? Generate a term’s invoices in one go from Billing and send when ready.
Set your school’s tax rate and whether prices include or exclude it under Billing & tax, and every invoice is a tax invoice with the GST shown. Lesson types can be taxable or not. Invoices carry your school’s name, logo, contact details and the terms you set — nothing in the template is Muzeqo’s.
Families pay from the portal with a card through Stripe Checkout in Australian dollars. Card details never touch Muzeqo — only the brand, last four digits and expiry are stored. A payment is recorded only when Stripe’s signed webhook says so, never because a browser was redirected back, and the family receives a receipt. Families can save a card and opt in to Auto Pay, which charges due invoices for the students who opted in.
By default an invoice notice goes out seven days before the due date and overdue reminders at three and seven days overdue; set your own days, or none, under Settings → Billing & tax. Auto Pay is attempted on due invoices. Late fees are off by default; switch them on under Billing & tax and one fee per overdue invoice — a flat amount or a percentage of the overdue balance, with or without GST — is added after the grace period you set, the family is e-mailed the new balance, and the office can waive it from the invoice with the reason kept in the audit log. Money that arrives for a voided or already-paid invoice is recorded and the office is told to refund or reallocate it; a disputed card payment is flagged to finance and a lost dispute re-opens the invoice.
Record what the school spends — rent, instruments, software, insurance — with the payee, a category, the GST on it and a photo or PDF of the receipt. The Tax summary on Reports then shows a BAS quarter or financial year the way the form asks: G1 total sales and 1A GST on sales from your invoices and payments, G10 and G11 purchases and 1B GST on purchases from your expenses, and the net position, on a cash or accrual basis. From Billing › Accounting, download invoices, payments and bills as CSV files laid out for Xero’s import templates, with your account codes and tax-type names already filled in.
Revenue invoiced and collected by month, outstanding balances oldest first, expenses by category, a profit summary (collected revenue against expenses and teacher pay) and a teacher pay estimate — each exportable as CSV for your accountant. Finance data is visible to finance roles only (owner, admin, billing, and managers when the school enables it).
In the catalogue
One line each here; the full list, by group, is Everything Muzeqo provides. Each name opens its group there.
Cancelled-lesson credits come off the family’s next invoice, and an invoice that shrinks releases excess credit to the one after.
Outstanding, overdue, received and invoiced this month at a glance, every payment with method and provider, recent failed attempts with their reason, and tabs for Invoices, Payments, Expenses, Accounting and Packages.
Raise a period’s invoices from lessons not yet billed, siblings on one invoice per billing contact, filtered by billing plan, with a due date and optional send straight away.
Off, draft or send: weekly, fortnightly, monthly and per-term students are invoiced at the start of each period and pay-per-lesson students the week after for lessons held.
An invoice by hand for books, exam fees or a package, billed to a guardian or adult student, with line items, quantities, tax flag, discount, due date, notes, and send now or on a date.
Edit, add or remove lines, send, resend, void (lessons become billable again), re-open or schedule sending, with statuses from draft and scheduled through sent, due, partially paid, paid, overdue, void and refunded.
Each student’s plan (pay-per-lesson, weekly, fortnightly, monthly, per term or package), a student-specific price that overrides the lesson type with a reason, and Auto Pay from the billing contact’s saved method.
Families pay invoices by card or Australian BECS direct debit on Stripe-hosted Checkout; the webhook settles the state and a direct debit shows as processing until the bank clears it.
The owner connects the school’s own Stripe account by hosted onboarding so family payments land in the school’s bank; card then direct debit open as Stripe approves them, and card details never touch Muzeqo.
Muzeqo keeps 0.5% of each online family payment as an application fee, returned in proportion on refunds; Stripe’s own fee is the school’s.
Guardians save a card or bank account, set a default and remove it; Auto Pay charges due invoices on the due date, never twice in a day, never while a debit is processing, and pauses after repeated declines; the office can charge a saved method now.
Record cash, bank transfer or other payments, refund a card payment to the card, mark a manual payment refunded, or reverse a payment that didn’t arrive so the amount is owed again, all audit-logged.
The billing contact is told before an invoice is due and again as it falls overdue (configurable), by in-app notice and e-mail; a guardian without a login gets a summary e-mail.
Off by default; when on, an invoice still unpaid after the grace period gets one flat or percentage late-fee line, which the office can waive or apply now.
Families print or save an invoice as PDF and print a receipt once paid; the office prints the invoice document.
A price list of packages in lessons or minutes with validity, assigned to a student (raising the invoice), drawn down per lesson, adjusted or refunded with a reason, and renewed automatically near the end when switched on.
Record what the school spends with payee, category, GST treatment (GST, GST-free, BAS-excluded), capital flag, payment method and receipt file; filter, search, see GST paid and missing receipts, and export CSV.
Tax name and rate, inclusive or exclusive pricing, GST basis (cash or accrual), financial-year start month, ABN on tax invoices, invoice prefix and due days; tax is off until the school turns it on.
G1 total sales, 1A GST on sales, refunds, G10 and G11 purchases, 1B GST on purchases and net GST by month, cash or accrual, with BAS-quarter and financial-year presets.
Revenue invoiced and collected, outstanding balances oldest first, teacher pay estimate, prepaid package liability and consumption, expenses by category and a profit summary (collected less refunds, expenses and teacher pay), each exportable within the person’s permissions.
Sales invoices, payments received and bills as CSVs in Xero’s Australian import template shape for a BAS quarter or any range, split into import-sized files, with account codes and tax type from settings and a log that flags a range already exported or changed since.
Payers are told of invoices, payments and failed payments and can retry; finance staff get a daily late-fee summary, package events, invoices sent to nobody and failed payments.
What schools notice first
Questions
Through Stripe Checkout in Australian dollars, from the family portal. Stripe is the payment processor and its per-transaction fee applies; ask us how settlement to your school works before you sign up. Without card payments you can still issue invoices and record cash or bank-transfer payments by hand.
No. Stripe charges its own per-transaction fee on each card payment, paid to Stripe. Muzeqo’s plan price is separate and does not take a cut of your invoices.
Yes. Choose whether your prices include or exclude GST and the invoice shows the right breakdown either way. Lesson types can also be marked GST-free.
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