Per-Appointment Subscriptions calculate the amount to charge by counting the lessons scheduled in the upcoming billing period. (weekly, monthly, etc) The system also reviews the previous period to determine if any canceled appointments qualify for a monetary credit based on your cancellation policy. Additionally, if new appointments were added after the last invoice, their charges will be included in the next billing cycle. Three days before processing payments, Fons generates an invoice. On the bill date, payments are automatically processed, and clients receive a receipt.
Bill date, lesson rate and interval is set by the organization.
The billing interval defines the "period" - ie: each month, every other month etc.
The organization admins and owners will be able to see the invoices prior to the payment processing date and edit them (if necessary) by removing appointments.
Payment processing is automatic based on the bill date you select. (we do not send invoices to clients to pay - we automatically process the payments based off of the information you provide)
Handling refunds with this billing model:
Handling refunds with this billing model:
Under the Per-Appointment Subscription model, refunds should generally not be necessary because the system automatically adjusts for cancellations by applying monetary credits to the next billing cycle. However, there are a few scenarios where a refund might be considered:
When Refunds Are Not Needed
✅ Cancellations Follow the Policy – If a student cancels within the allowed window, the system automatically applies a credit to the next billing cycle. No manual action is required.
✅ Billing Adjustments Are Made Before Processing – Admins can review and modify invoices before the bill date, preventing incorrect charges.
When a Refund Might Be Justified
⚠️ Exceptional Circumstances – If a client is leaving the studio or has an extenuating situation, a refund may be preferable over a future credit.
⚠️ Billing Mistakes – If an admin didn’t adjust an invoice in time and an incorrect charge went through, a refund may be necessary.
If you NEVER want the system to automatically issue a monetary credit you should set your cancellation policy to infinity (♾️) which means "All appointments are final"
How to Set up Per Appointment Subscriptions
If you create a subscription with proration to start today and then you create appointments after the sub was created, those appointments will not be charged until the billing start date.
If you create a sub and prorate and start today the sub will charge today for the appointments that are already on the calendar between today and the bill start date.
If the appointments were paid for with the subscription and you cancel the subscription, it will not refund for those prepaid appointments and they will be covered for that sub.
Once you have set up your Per-Appointment Subscriptions Fons will generate invoices you can review and edit prior to the bill date if you need to.
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