Account Finance Options Overview

Learn about Account Finance Options

1 About Account Finance Options
2 Benefits
3 Key Terms and Glossary
4 Transaction Methods
5 ⚙️ Invoice Settings
6 🧾 Invoice Footer
7 Where to find Account Finance Options
8 Account Finance Management
9 FAQ’s

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About Account Finance Options

The Account Finance Options page is where you configure how each Training Provider handles Invoices and payments in your platform. You can tailor Invoicing rules, tax settings, and payment methods so everything runs smoothly and consistently when it comes to receiving payments from your Customers

Please Note
Account Finance options are only available to access for Super Admins Only.

Benefits

Here are the benefits of using Account Finance Options

Customised invoicing per provider	You can set different Invoice settings, tax rules, and terms for each Training Provider, giving you complete control over how Finances are handled across your Accounts.
Flexible payment methods	Choose which payment methods (including online gateways) are available for each provider, helping you offer secure and convenient options to your customers.
One place for all finance preferences	Centralise your Finance configuration so your team doesn’t have to rely on spreadsheets or remember one-off rules, it’s all saved and automated.
Reduce manual errors	Pre-set tax rates, payment methods, and invoice footers to reduce the risk of mistakes and save time on admin.
Improve customer experience	Let customers pay how they want, with gateway integrations like Stripe and WorldPay built in.

Key Terms and Glossary

Invoice	An Invoice is issued to a customer detailing what they owe you for their Course bookings, and Product & Service purchases. Invoices can include items, totals, tax, discounts, and payment instructions.
Credit Note	A Credit Note is used to reduce or cancel an Invoice amount, for example, when a refund or adjustment is needed.
Invoice Terms	Invoice terms are the payment expectations you set for a Customer, such as "Payment due in 30 days", these help manage cash flow and avoid confusion.
Auto-Commit	Auto Commit allows you to automatically finalise Invoices following bookings without manual approval, this is useful if you do not need to invoice weekly/monthly and want to speed things up.
Tax Rates	Tax Rate is the percentage of tax added to your Invoice Items. You can set this per provider to reflect your local VAT or sales tax rules.
Tax Inclusive vs Tax Exclusive	A tax-inclusive price means the tax is included in the total shown. A tax-exclusive price means tax is added on top of the base amount.
Invoice Footer	The Invoice Footer is at the bottom of your Invoice, where you can include payment instructions like BACS and cheque payable to details.
Payment Method	Payment Methods are the way your Customer pays, such as by card (via a gateway like Stripe), bank transfer, or cheque. You can set which ones are available per provider.
Training Provider	Training Provider is the specific Account in your platform that runs training. Each provider can have its own finance settings and rules.

Transaction Methods

Within accessplanit, there are multiple types of payment methods available, which you can enable so that they are available in the Shopping Basket & Checkout for people making bookings for your Courses.

Payment Method Type	Payment Methods Available

Payment Method Type	Payment Methods Available
Online Payment (payment gateways) Top tip Learn more about Payment Gateway options: Choosing your Payment Gateway	Opayo (formerly SagePay) PayPal Barclays EPDQ Stripe Global Payments Adyen WPM Education
Invoicing	Invoice
Offline Payment (no payment taken through the platform)	Card BACS Cheque Cash

Learn more about Transaction Methods

⚙️ Invoice Settings

You can configure the information that is displayed or applied to Invoices and Credit Notes within your accessplanit platform.

The below outlines all functions that are available within this area of Account Finance Options, per Training Provider:

Invoice Prefix - Defines the prefix of your Invoice references. The default is INV.
Invoice Number - Defines the last-used Invoice reference number. The next Invoice generated will be one higher than this.
Credit Note Prefix - Defines the prefix of your Credit Note references. The default is CRED.
Credit Note Number - Defines the last-used Credit Note reference number. The next credit note generated will be one higher than this.
Purchase Tax - Overrides the tax label. The default is VAT, but sales tax or TAX can be used outside of the UK.
Tax Rate (%) - Overrides the tax rate. The default is 20% (current UK VAT).
Invoice Term Days - Defines the number of days before an Invoice being overdue based on the Invoice term type.
Invoice Term Type - Defines how the platform calculates an Invoice due date, i.e. being based the start date of the course, or at the end of a course date etc.
Tax Exclusive - Allows you to advertise your courses as tax exclusive if selected, or inclusive if not selected. This will apply to all courses platform wide for the selected provider. Please note, this is different to ‘tax exempt’.
Tax Label - Provides an additional label to your course costs, such as 'inc. VAT' or 'excl. VAT'.
Hide Tax Rate in Tax Row - Allows you to hide the tax rate on your Invoices.
Candidate Invoicing - Allows you to summarise your Invoice costs against the courses being booked, rather than being listed against each delegate.
Auto-Commit Invoices - Allows the platform to automatically generate Invoices following a booking. Without this Invoices must be generated manually. Please note, if a booker pays in full and auto commit is turned off, an Invoice will still be generated.
Invoice From Address - Here, you can define an email address as the sender's ‘From’ address for Invoices.
Display Booker Name - This option allows you to display the course Booker's name on the Invoice.
Display Client Telephone - This option allows you to display the customers telephone number on the Invoice.

Please Note

Tax Exclusivity settings can and will change the way that all of your new and existing Invoices are calculated and generated. Please avoid changing this tax settings too frequently, as this may lead to disruptions in your finances.

🧾 Invoice Footer

In Account Finance Options, you can add different footer messages to your Invoices to include extra information, such as BACS payment details or where to post Cheques

Standard Invoice Footer

Message to be displayed in the footer of the Invoice - This content will always show on your Invoice, regardless of the Invoice Status.

Additional Invoice Footer options

Message to be displayed below the content of an invoice if it is outstanding - This content will only show on your Invoice if the Invoice Status is Outstanding.
Message to be displayed below the content of an invoice if it is partially paid - This content will only show on your Invoice if the Invoice Status is Part Completed.
Message to be displayed below the content of an invoice if it is fully paid - This content will only show on your Invoice if the Invoice Status is Completed.
Message to be displayed below the content of an invoice if it is cancelled - This content will only show on your Invoice if the Invoice Status is Cancelled.

If you don't see the option to add a footer based on Invoice Status, please contact our Support team to enable this functionality for you.

Where to find Account Finance Options

Click ‘Profile’ and then ‘Administration’ in the top right corner of your Platform
This will open the Administration Menu
Select ‘Account Finance Options’ at the top of the menu
This will open the Account Finance Options page

Account Finance Management

Learn how to create and manage Account Finance Options in your platform:

Choose your Payment Gateway

FAQ’s

Yes! Each Training Provider can have its own invoice terms, tax settings, and payment instructions to match your agreements or business model.

You can integrate with many gateways, including Stripe, Opayo, WorldPay, and Adyen. You can choose which Training Providers can offer and which customers can use each gateway.

Choosing your Payment Gateway

If Auto-Commit is on, Invoices will finalise automatically following a booking (made through your basket).

If Auto-Commit is off, Invoices will need to be manually committed using the Invoice Generator, this is ideal if you want to review them first.

Absolutely, you can set a specific tax rate per Training Provider, helping you comply with local tax laws or different VAT rules!

These are added in the Invoice Footer field, which appears on each invoice. You can customise this per provider.

You choose which users or user groups can see and use each payment method, so you stay in control of how payments are made. However if no exclusivity is in place for a payment method, all customers are able to use it.