Course payment and invoicingCard, invoice or monthly payments, by buyer.
Someone booking their own place wants to pay by card and get on with their day, while a company booking for its staff wants to pay on invoice and quote a purchase order number. On a course that runs for months, a learner may want to pay part now and the rest over time.
Cademy gives each of them their own way through checkout. Card and PayPal payments land in your own Stripe or PayPal account, and every invoice stays on its order with its payments and refunds. On Teams, invoices and payments sync to Xero.
What each buyer sees when they pay.
You pick the payment methods course by course. A public first aid course can take cards only, while a management course sold to employers takes invoices as well. Choosing the date, filling in details and the confirmation email are covered under course registration.
| The individual | The company | The long course | |
|---|---|---|---|
| Who is paying | A learner paying for their own place | An employer’s training lead or accounts team, booking for staff | A learner on a course that runs over weeks or months |
| What they choose from | Card through Stripe, with Apple Pay and Google Pay on devices that support them; PayPal; Klarna | Pay by invoice, with billing details, a VAT number and a PO number; or a bank transfer option you name yourself | A deposit, or a plan of monthly payments, by card or PayPal |
| What they pay at checkout | The full price | Nothing yet. The invoice carries your payment terms | The deposit (1 to 95%) or the first of 2 to 12 payments |
| What comes next | A booking confirmation, and the money in your Stripe or PayPal account | The invoice, and an overdue reminder if it runs past its terms | Reminders before and on each due date, and one invoice marked Partially Paid until the last payment |
| Plan | Every plan. Free adds a 5% platform fee | Pro and above | Teams |
A PO number saved with the booking.
Checkout can ask whether the booker is registering as a person or a business. A business booker fills in the company name, billing email and billing address, and can add a VAT number and a PO number. The PO is saved with the order’s billing details. The booking joins the client’s organization record, found by email domain or picked from your list.
- Payment terms in days: after issue, before the course starts, after it ends, or after issue but no later than the start
- Your approval before an invoice order is confirmed, if you switch it on
- Course access before the invoice is paid, or only once it is, as you prefer
- One invoice for a basket of courses, or one per course and date, with the later ones kept as drafts until they are issued
- A bank transfer option at checkout with your own label and instructions, and a Confirm Booking button
Invoices and manual payments start on Pro, £99 ($129) a month billed yearly. Private dates, bookers adding names later and parent companies are on selling to companies.
| Full Name | Tags | ||
|---|---|---|---|
| ARAnna Reid | anna.reid@oakfieldcare.co.uk | First aid | |
| LALena Adeyemi | lena.adeyemi@oakfieldcare.co.uk | Fire marshal | |
| RWRuth Walsh | ruth.walsh@oakfieldcare.co.uk | Fire marshal | |
| DPDan Price | dan.price@oakfieldcare.co.uk | - | |
| PSPriya Shah | priya.shah@oakfieldcare.co.uk | - | |
| MOMark Okafor | mark.okafor@oakfieldcare.co.uk | Manual handling |
Paid in parts, on dates set at booking.
A Teams account can ask for a deposit of 1 to 95% with the balance due a set number of days before the course or after the order, or split the total into 2 to 12 monthly payments. Set a default for the account, then let each course follow it, use its own figures or opt out.
At checkout
The learner pays the first installment by card or PayPal. Cademy raises one invoice for the full total.
A week before
A reminder email goes out ahead of each payment. Payments fall due monthly, on the day of the month the order was placed.
On the due date
A second reminder. The learner pays through a payment link or the Pay Invoice button on their order page, and an overdue email follows a missed payment.
Last payment
The invoice goes from Partially Paid to Paid and becomes a receipt.
A deposit has one balance to pay, with the same two reminders. When you create an order for someone by hand, you can put it on either. For how big a deposit to take and what your terms should say, read our guide to course deposits and installments.
What you can do with an invoice once it is out.
Every invoice sits on its order, next to its payments, credit notes and refunds. Its status reads Draft, Awaiting Payment, Partially Paid, Overdue, Paid or Void.
| Invoice | Contact Name | Organisation | Status | Total | Created | |
|---|---|---|---|---|---|---|
| INV-2041 | DPDan Price | Oakfield Care | Paid | £1,470.00 | 9/10/26 | |
| INV-2040 | TWTom Whitaker | Northline Housing | Overdue | £1,780.00 | 9/1/26 | |
| INV-2039 | PSPriya Shah | Oakfield Care | Partially Paid | £490.00 | 8/28/26 | |
| INV-2038 | JWJess Wright | Hallam Homes | Awaiting Payment | £540.00 | 8/27/26 | |
| INV-2037 | LALena Adeyemi | Oakfield Care | Paid | £245.00 | 8/26/26 | |
| INV-2036 | MRMarcus Reid | Self-funded | Paid | £120.00 | 8/25/26 |
Getting it paid
- Request Payment copies a link for the balance or any amount you type. The page takes card, with Apple Pay or Google Pay on devices that support them, or PayPal
- Record Payment when a bank transfer arrives, with the date it was received, for all or part of the balance
- One overdue reminder per invoice, from a daily check
Changing it
- Edit the order or the billing details after the invoice has gone
- Void & Reissue for a clean copy
- Change Due Date without emailing the customer
- Issue Now for a scheduled invoice still in draft
Money back
- Full or part refunds, returned through Stripe or PayPal for card and PayPal payments
- Credit notes to lower a balance with no refund, and customer credit held for the person or organization billed until you apply it
- A refund leaves the booking in place, and the seat with it, until you cancel the booking
What a US training provider gets.
Set your account currency to US dollars and checkout and invoices run in dollars.
- Prices in USD, set for the account, for one course or for a single date
- Card payments into your own Stripe account, with Apple Pay and Google Pay on devices that support them
- PayPal, and Klarna for buyers paying the full price at checkout
- Invoices for companies, with checks and bank transfers recorded against them, from Pro
- Your own tax rate under your own label, such as “Sales Tax”, added at checkout or included in the price
- Xero, on Teams
- Cademy plans billed in dollars: Pro at $129 and Teams at $649 a month, billed yearly
Stripe, PayPal and Klarna each set their own rules on which businesses and buyers can use them. Plan details are on pricing.
Tax profiles and the Xero sync.
Cademy works out the tax on each order from your tax profile and passes the final total to Stripe. On Teams, the invoice goes to Xero, followed by its payments, credit notes and refunds.
Tax profiles
- Your rate, registration number and label, which is VAT unless you change it
- Prices shown with tax included, or with tax added at checkout
- Per order, pass the tax on, absorb it, or mark the sale exempt
- A different rate for different courses, on Teams
- Automatic VAT handling for providers registered in the UK or the Netherlands, in beta on Teams, using the buyer’s country, whether they buy as a business, the course’s tax type and their VAT number
Xero, on Teams
- Sent from Cademy: invoices, payments and part payments, credit notes and their refunds, voids and contact details
- Your PO or reference as the Xero invoice reference
- Account codes you choose, with a course able to use its own
- Full payments recorded in Xero come back to Cademy
- Xero and the other apps
It sends links automatically, keeps the tax side tidy, and the Xero sync just works without any fuss.
Payment questions.
Anything not covered here, ask us on a call.
Does Cademy take a share of course payments?
On Free, a 5% platform fee comes out of each Stripe or PayPal payment taken at checkout, and a setting decides whether you or the customer pays it. Pro and Teams have no platform fee. Stripe and PayPal charge their own processing fees on every plan, and the rest of the money goes to your own account with them.
Can companies book on invoice and give a PO number?
Yes, from Pro. Switch on invoices for the course, and a business booker gives the company name, billing email and billing address, with a VAT number and a PO number if they have them. The PO stays on the order’s billing details, and on Teams it goes to Xero as the invoice reference. You can approve invoice orders before they are confirmed.
Can I put an order I create on a payment plan?
Yes, on Teams. When you create an order, choose a deposit of 1 to 95% of the total or a plan of 2 to 12 monthly payments, paid by card or PayPal. The plan and the number of installments are set as the order is created. The customer pays each amount through a payment link or the Pay Invoice button, with a reminder 7 days before each due date and another on the day.
Can US training providers take payments with Cademy?
Yes. Set prices in USD, take cards through Stripe with Apple Pay and Google Pay on devices that support them, and offer PayPal and Klarna. From Pro you can invoice companies and record checks or bank transfers. Set your own tax rate and call it Sales Tax. Xero is on Teams. Plans are billed in dollars: Pro is $129 a month billed yearly.
Which accounting software does Cademy sync with?
Xero, on Teams. Invoices, payments and part payments, credit notes, refunds and voids go from Cademy to Xero with the customer’s contact details, and a full payment recorded in Xero comes back to Cademy. You choose the account codes, and a course can use its own.
How do I record a bank transfer?
Open the order and use Record Payment with the date the money arrived, for all of the balance or part of it. Mark as Paid settles the full balance in one step. For customers who always pay this way, add a manual payment option at checkout with your own label and instructions, from Pro.
Connect Stripe and open your first paid course.
We go through payment methods, invoices and tax with you, using your own prices.
Free needs no card. Invoices start on Pro.