unsupervised-scheduler/docs/features/scheduled-billing.md

Feature: Scheduled Billing (weekly / monthly)

Overview

Two offering billing modes defer payment past registration and generate pending payments on a recurring schedule:

• weekly — one payment per lesson, due 24 hours before that lesson.
• monthly — one payment per calendar month, due on the 1st, covering every lesson that falls in the month (4 lessons ⇒ 4 × fee).

Both apply to private lessons and group classes. At registration the booking/enrolment succeeds with payment: null (no payment step); the lesson is confirmed / the enrolment stays active immediately. Payments are created later by a daily WP-Cron scan, and the student is emailed one consolidated notice per scan. Collection uses the existing rails (e-transfer confirmed by the studio admin, or card) — there is no automatic card charging.

The daily scan — Payment\ScheduledBillingRunner

Hooked to the WP-Cron action us_generate_due_payments (scheduled daily by Installer, cleared on plugin deactivation). run() is self-healing: it re-derives everything due from current ledger state each run, so a missed day is simply picked up next time. Every payment is created through PaymentService::createForRegistration (HST, method resolution, e-transfer freezing, comp auto-pay reused) with a due_date and period_key set.

The four generation cases

Source	When it bills	Amount	Dedup
Private weekly	lesson start_dt ≤ now + 24h	1 × fee	us_lessons.payment_id set on the lesson
Private monthly	the lesson's month's 1st ≤ today	(#lessons in month) × fee	payment_id set on every lesson in the month
Group weekly	session (from Offering::sessionWindows()) − 1 day ≤ now	1 × fee	us_payments.period_key = session date
Group monthly	the month's 1st ≤ today	(#sessions in month) × fee	period_key = YYYY-MM

• Private lessons dedup on us_lessons.payment_id IS NULL — a lesson with no payment is unbilled. A monthly group links its earliest lesson via createForRegistration and the runner points the remaining lessons at the same payment.
• Group enrolments (one row per whole term) dedup on period_key via PaymentRepository::existsForPeriod(), since one enrolment maps to many periodic charges.
• Only offerings with a positive price are billed; cancelled lessons are excluded, so a lesson cancelled before its payment is generated is simply never billed.

Late bookings charge at booking time

A single scheduled lesson booked after its due date has already passed is charged at booking instead of deferred (BookingEndpoint::scheduledDueHasPassed): an extra monthly lesson added to a month that was already billed (its 1st has arrived), or a weekly lesson booked within 24 hours of the session. These create a normal at-registration payment (no due_date), so the fee is collected once, at booking, and never billed late by the scan. This applies only to single bookings — a weekly reservation series always defers, each lesson billed by the scan on its own schedule.

Notification — Payment\PaymentDueMailer

As the runner creates each pending payment it appends an itemised line to that student's notice bucket; after all cases run it sends one email per student with a line per item (label · due date · amount) and a grand total, plus the e-transfer destination(s). A student billed for several lessons on one day is emailed once, never per lesson. Comp payments (auto-paid) are not bucketed.

Notice batch (lump-sum reconciliation)

All the payments in one student's notice are tagged with a shared notice batch reference (us_payments.notice_batch, PaymentRepository::assignNoticeBatch), which is printed on the email so the student can quote it. In the Payments admin queue those payments are shown grouped under that reference with a combined lump-sum total (PaymentController::groupPending), so when one e-transfer arrives for the whole notice the admin can see exactly which pending payments — and therefore which bookings — it covers. Each is still confirmed individually with Mark received. Legacy at-registration payments have no batch and appear on their own.

Cancellation

Scheduled payments are never auto-voided. PaymentService::voidPending acts only on legacy at-registration payments (! Payment::isScheduled()), so cancelling one lesson never voids a shared monthly charge, never refunds, and never rebills.

Cancelling a lesson that was already paid credits the student one lesson's share of what they paid (PaymentService::creditForCancelledLesson), and the next scan applies that credit against their due charges before emailing the notice (PaymentService::applyCredits). See credits.md for the full model.

Implementation

• Runner: Unsupervised\Schedular\Payment\ScheduledBillingRunner
• Notice email: Unsupervised\Schedular\Payment\PaymentDueMailer
• Finders: Booking\BookingRepository::findUnbilledScheduledLessons, GroupClass\EnrollmentRepository::findActiveByBillingModes
• Dedup: Payment\PaymentRepository::existsForPeriod
• Session windows: Offering\Offering::sessionWindows
• Cron scheduling: Installer::scheduleBilling; cleared in unsupervised-schedular.php deactivation hook.

Tests

• tests/Unit/Payment/ScheduledBillingRunnerTest.php
• tests/Unit/Payment/PaymentDueMailerTest.php
• tests/Unit/Payment/PaymentRepositoryTest.php (existsForPeriod, due_date/period_key)
• tests/Unit/Payment/PaymentServiceTest.php (voidPending skips scheduled)
• tests/Unit/Booking/BookingEndpointTest.php / tests/Unit/GroupClass/EnrollmentEndpointTest.php (deferred payment)