Fresh ArtQuest Core

Billing

Plans, private class rules, provider-paid appointments, discount crowns, and Square connection points will live here.

Start Here

Looking for the attendance billing test?

Open Money Safety Trail, then check Credits Hit 0. That is where attendance-created invoice triggers appear.

Go To Credits Hit 0

Owner Session

Checking Billing Access

Billing queues and Square actions need owner access before they can show live server data.

Private Classes

1:1 Billing Settings

Registration now collects whether a private or special support class is out-of-pocket or provider-paid. These are the owner rules we will later connect to Square invoices and Square Appointments.

Square planned

Rate

$120 / hour

Private registration uses single appointment billing instead of 4, 12, or 24 class plans.

Session Length

1 or 2 hours

Private schedule blocks can support one-hour or two-hour appointments.

Trial

Free trial toggle queued

Private trials are allowed for now, with an owner switch planned for turning the free trial off later.

Payment Rules

Out Of Pocket vs Provider Paid

These cards mirror the fields parents see during registration and the policy teachers will see from the student modal.

Out of Pocket

With enough notice, the credit can be kept and rescheduled. If the family wants to keep a recurring time while not attending, a reduced hold fee can be added later.

family invoice reschedule allowed hold fee planned

Provider Paid

Provider-paid sessions are stricter: absences are still billed because the reserved appointment block is being held. Studio sick days create a credit; studio vacations and closures are not counted.

provider required bill absences Square appointment sync

Card On File

Required For Active Seats

New active enrollments should keep a Square card on file. Legacy families can be owner-approved exceptions while the no-card list is cleaned up over time.

Owner controlled

Owner Follow-Up

No Card On File Queue

Use this to approve legacy exceptions, flag families for admin messaging, or build a call list before card-on-file becomes fully enforced.

Card reminder message template

Open Email Template

Default template

Provider List

Registration Choices

The first provider choices are saved in register/registration-settings.json. Later this page will edit and save them server-side.

Family pays directlyOut of pocket

Regional CenterProvider paid

Other providerProvider paid · asks for provider name and contact

Square Billing Audit

History Pull + Price Check

Before credits, invoices, or class-path fixes are finalized, Square history should be pulled and compared with legacy pricing, current catalog items, and the student billing mode.

Owner review first

Pull Square History

Use the Square customer id to pull invoices, orders, payments, subscriptions, and appointment records.

Store A Snapshot

Save the Square response summary beside the student so later billing decisions have a record trail.

Compare Catalog IDs

Check old invCategory and item ids against legacy-billing-catalog.json, then compare the selected plan against the current Square Catalog.

Flag Mismatches

Grandfathered prices, wrong class path, wrong plan size, missing Square customer ids, or private/provider rules get owner review before invoice updates.

Student checks Square customer id, legacy invoice id, invCategory, billing profile, class path, plan size, credits.

Square checks Catalog item id, variation price, invoice status, paid payments, subscriptions, appointment dates.

Owner decision Looks correct, grandfathered review, price mismatch, catalog mismatch, ready to update invoice, or do not change.

Attendance trigger When attendance/check-in uses the final class credit and credits reach 0, the next invoice can be prepared.

Parent plan changes If a parent changes plans, ArtQuest waits for credits to finish, then updates the open invoice when safe and replaces only if Square cannot edit the plan item or amount.

Homework packets Parent-side homework packet purchases will become their own invoice/purchase trigger later.

Money Safety Trail

Draft Actions + Square Events

Owner billing decisions and incoming Square webhook events stay visible here before any invoice or card action is allowed to touch live money.

Review gate

Loading Square live gate...

Attendance Billing Trigger Credits Hit 0

Attendance Billing Trigger

Credits Hit 0

These students reached 0 class credits through attendance/check-in. Prepare the next invoice here before the action gets mixed into the full Square trail.

Loading attendance billing triggers...

Invoice Lifecycle Draft → sent → paid → credits applied

Invoice Lifecycle

Draft → Sent → Paid → Credits Ready → Applied

Follow each invoice from the first draft/update action through paid webhook evidence and roster credit application.

Loading invoice lifecycle...

Full Square Trail Action drafts and webhook evidence

Billing Action Drafts

Square Webhook Events

Legacy Protection

Grandfathered Billing Guard

These checks keep older Square item ids and pricing from being accidentally overwritten when a student changes class track, billing mode, or class placement.

Loading legacy billing catalog...

Billing Modes

Decision Matrix

Roster edits will use these categories before changing credits or preparing Square invoice updates.

Square Sync Foundation

Square Review Queue

Square sync pulls history, stores a snapshot, compares catalog ids, and flags only mismatches, grandfathered pricing, missing customer ids, or risky invoice states for owner review.