This page describes an invoice in Soniq Studio: its fields, its statuses, its actions and its activity entries. To create and send an invoice, see How to send an invoice. For payment and Direct Debit statuses, see Payment and mandate statuses.
Invoice fields
| Field | What it shows |
|---|---|
| Logo | Your profile logo. |
| Billing name and address | Your billing name and address from Account. Soniq Studio copies them onto the invoice when it creates the invoice. Later changes in Account do not change existing invoices. |
| Status | The invoice status. See Invoice statuses. |
| Bill to | The name and email address of the person who pays. This is the student, or the parent or carer linked as the payer. |
| Invoice number | A number Soniq Studio gives each invoice automatically. Numbers count up from 1 for each teacher. |
| Date | The date Soniq Studio created the invoice. |
| Payment due | The due date. It is the created date plus the Days until invoices are due you chose. 0 means due on receipt. |
| Quantity | The number of items on the line. Each lesson is one line with a quantity of 1. |
| Description | The student’s name, the price name and the lesson date, for example “Bilbo (Guitar Lesson) 04/08/2026”. |
| Sub total | The charge for the line. For a price Per hour, the charge is the hourly price multiplied by the lesson length. |
| Total due | The sum of all lines. |
| Invoice Message | An optional note to the person who pays. You can edit it while the invoice is a draft. It goes out with the invoice email. |
| Payments | Each payment attempt. See Payment statuses. |
| Activity | A dated list of what happened to the invoice. See Activity entries. |
All amounts are in pounds sterling (GBP).
An invoice does not show a VAT number or a tax line. See How to add tax details to your invoices.
A lesson given as a makeup, using a lesson credit, does not appear on an invoice. The family paid for it already.
The invoice email
Send invoice emails the person who pays. The email contains:
- the subject “Soniq Invoice”, the invoice number and your name,
- a Pay now button that opens the payment page,
- the invoice lines and the total,
- the invoice as a PDF attachment,
- your Invoice Message, if you wrote one.
Replies to the email go to your own email address.
Invoice statuses
| Status | Meaning |
|---|---|
| Draft | You created the invoice. The person who pays has not received it. |
| Sending | Soniq Studio is sending the invoice. |
| Open | You sent the invoice. It is waiting for payment. |
| Overdue | The invoice is open and the end of its due date has passed. This is a label on an open invoice, not a separate status. |
| Paid | The payments on the invoice equal the total. |
| Part Refunded | Part of the money paid on the invoice went back to the person who pays. |
| Refunded | All the money paid on the invoice went back to the person who pays. |
| Written Off | You cancelled the invoice after you sent it. Nobody needs to pay it. |
| Cancelled | You cancelled the invoice while it was a draft. |
Invoice list columns
The Invoices page groups invoices in three columns.
| Column | Statuses |
|---|---|
| Not sent | Draft |
| Open | Open, including Overdue |
| Recently Paid | Paid, Part Refunded, Refunded |
Sending, Written Off and Cancelled invoices are not in these columns. They show on the student’s contact page under Invoices.
Actions by status
The Actions panel on the invoice page shows only the actions the status allows.
| Action | Available when | What it does |
|---|---|---|
| Send invoice | Draft, Open, Cancelled | Emails the invoice. A draft or cancelled invoice becomes Open. For an open invoice, it sends the email again. |
| Copy payment link | Draft, Open, Cancelled | Copies the pay link, the address of the payment page. The link works only after you send the invoice. See How to create and share a pay link. |
| Mark as Paid | Open | Opens Record Payment. You can add Notes (optional). The invoice becomes Paid. |
| Cancel invoice | Draft, Open | Asks you to confirm. A draft becomes Cancelled. An open invoice becomes Written Off and the person who pays gets an email. You cannot undo this. |
| Refund | Paid, Part Refunded | Adds a refund to a draft credit note. See How to issue a refund, credit note, or lesson credit. |
Send invoice stays unavailable until the invoice has its number. The panel shows Waiting to receive invoice number until then.
When you are not set up for payments, the panel shows You are not setup for payments and a Setup payments button.
An invoice that an accounting integration manages shows no Mark as Paid or Refund.
When the status allows no action, the panel shows No actions available for this invoice.
Activity entries
| Activity | Status column | When it appears |
|---|---|---|
| Email has been sent to email address | sent | You sent or resent the invoice. |
| The invoice status has changed to status | the new status | The invoice status changed. |
| Friendly reminder sent | sent | The first automatic reminder went out. |
| Formal second reminder sent | sent | The second automatic reminder went out. |
| Final automated notice sent, personal follow up needed | sent | The third and last automatic reminder went out. |
| Invoice linked to external integration | An accounting integration took over the invoice. |
In status change entries, the status shows in lower case: open, paid, part_refunded, refunded, written_off (Written Off) or void (Cancelled).
Payment activity entries are listed in Payment and mandate statuses.
Invoice auto-reminders
Invoice auto-reminders are part of the Professional plan. See Subscription plans and fees.
| Reminder | Sent | Tone |
|---|---|---|
| 1 | 3 days after the due date | Friendly |
| 2 | 14 days after the due date | Formal |
| 3 | 30 days after the due date | Final notice. No more automatic reminders follow. |
- Reminders go only to invoices that are still Open.
- You get a copy of each reminder.
- Reminders stop when the invoice becomes Paid, Written Off or Cancelled.