Payments Tracker

Language note: Portuguese interface labels are retained as displayed, with English explanations.

Overview

The Payments Tracker feature was designed to simplify financial management for language teachers and schools. It allows you to register student billing information, send automatic reminders, and generate detailed revenue reports.

Its purpose is to centralize financial tracking, reduce overdue payments through scheduled reminders, and provide a clear picture of your business’s financial health.

This feature is available on all Slingui subscription plans.

Getting Started: Setting Up Tracking for a Student

To start tracking a student’s payments, first configure the billing details in their profile.

How to Enable and Configure Tracking

In the main menu, go to Perfil > Alunos & grupos (Profile > Students & groups).
Select the student in the list.
Click the Detalhes de cobrança (Billing details) tab.
Complete the billing information as described below.

Completing the Billing Details

Activation: Turn on the “Você deseja rastrear os pagamentos deste aluno?” toggle (Do you want to track this student’s payments?).
Amount: In “Quanto o aluno deve pagar?” (How much should the student pay?), enter the payment amount.
Frequency: In “Com que frequência esse pagamento é feito?” (How often is this payment made?), select the recurrence: semanalmente (weekly), mensalmente (monthly), or anualmente (annually).
Start date: In “Quando foi ou será feito o primeiro pagamento?” (When was or will the first payment be made?), choose the starting date for generating the first invoice.

Warning: If you select a date in the past, the platform will generate retroactive invoices for all missed cycles. Generating all these invoices may take a few hours to complete.
Repeat cycles: In “Quantos ciclos esse pagamento deve repetir?” (For how many cycles should this payment repeat?), define the contract duration.
- Apenas 1 ciclo (a single cycle): Generates one invoice on the start date.
- Número específico (ex: 12) (a specific number of cycles): Repeats billing the specified number of times.
- Para sempre (forever): Generates recurring invoices indefinitely until manually paused.
Payment reminders: Leave “Este aluno deve receber lembretes de pagamento?” (Should this student receive payment reminders?) enabled so Slingui sends automatic notifications.
Advance notice for reminders: In “Com quantos dias de antecedência o aluno deve ser lembrado?” (How many days in advance should the student be reminded?), set how many days before the due date the invoice is generated and the first reminder is sent.
Save: Click “Salvar” (Save) to confirm all settings. The first invoice is created based on the start date and the configured advance-notice period.

Invoice Management

After configuration, all invoices are generated and managed on a centralized page.

Viewing and Managing Invoices

Go to Perfil > Rastrear pagamentos (Profile > Payments Tracker).
Click the Faturas (Invoices) tab.

On this page, you can view all generated invoices, filter by student or period, and edit each invoice’s status individually.

Understanding Invoice Statuses

Aberta (Open): The invoice has been generated and is awaiting payment within its payment deadline.
Vencida (Overdue): This is not a status but a condition. It is an Aberta invoice whose due date has passed.
Paga (Paid): You have manually marked the payment as received. This stops reminders for this invoice and updates your revenue.
Cancelada (Canceled): The invoice has been invalidated. Use this status for invoices generated by mistake or containing errors.
Não cobrada (Not charged): The invoice is correct, but you have decided not to collect payment for a specific reason (e.g., a complimentary class during the cycle).

Note: The Cancelada and Não cobrada statuses have the same practical effect: they exclude the invoice from financial calculations and stop reminders. The difference is purely organizational, for your own records.

Additional Actions on the Invoices Page

Criar Fatura Avulsa (Create a one-off invoice): Generate a single invoice for a student without recurrence (ideal for extra fees, materials, etc.).
Exportar para CSV (Export to CSV): Download a .csv file containing the data for all invoices matching the filters on screen.

Automatic Payment Reminders

When enabled, reminders follow a schedule designed to maximize the likelihood of payment.

1st reminder: Sent on the invoice creation date (determined by the advance-notice period).
2nd reminder: Sent on the invoice due date.
3rd reminder (Overdue): Sent 5 days after the due date if the invoice remains “Aberta”.
4th reminder (Final overdue reminder): Sent 10 days after the due date if payment is still outstanding.

To stop reminders for a specific invoice, simply update its status to Paga, Cancelada, or Não cobrada.

Financial Analysis: The “Visão Geral” Tab

Go to Perfil > Rastrear pagamentos > Visão geral (Profile > Payments Tracker > Overview) to view automatic charts and metrics on your business’s financial health. Select the desired period in the date field to update the data.

Revenue Chart

What it shows: The gross revenue actually received during the period.
How it is calculated: The sum of the amounts of all invoices marked as Pagas (Paid) within the selected period.

Monthly Recurring Revenue (MRR) Chart

What it shows: A forecast of your recurring revenue, normalized to a monthly amount.
How it is calculated: The sum of the normalized monthly amount of all invoices (Abertas, Vencidas, and Pagas — Open, Overdue, and Paid) due during the period. Canceladas and Não cobradas invoices are excluded.

Example of a “Normalized Monthly Amount”:

An invoice for R$ 200,00 with monthly recurrence has an MRR of R$ 200,00.

An invoice for R$ 1.200,00 with annual recurrence has an MRR of R$ 100,00 (1200 / 12).

An invoice for R$ 50,00 with weekly recurrence has an approximate MRR of R$ 216,67 (50 * 52 weeks / 12 months).

Active Subscribers Chart

What it shows: The number of students with active billing during the period.
How it is calculated: A count of all students with payment tracking enabled during the selected period.

Additional Administrative Actions

How to Pause or Stop Invoice Generation

You can stop future invoices from being created for a student in two ways:

Open the student’s Detalhes de cobrança and turn off “Você deseja rastrear os pagamentos deste aluno?”.
Remove the student from the platform.

Both actions stop new invoices from being generated but retain the history of invoices already created.

Student View

Students have limited access to this feature to ensure billing transparency.

Access: Students can access the page through Perfil > Rastrear pagamentos.
View: They see a list of all invoices generated in their name, with their respective statuses (Aberta, Paga, Vencida, etc.).
Permissions: Students cannot edit or change any invoice information.

Access Control (Schools Plan)

In accounts on the Schools plan, access to financial information is restricted.

Only the Administrator can access Rastrear Pagamentos (including the Faturas and Visão Geral tabs) and edit students’ Detalhes de cobrança. Teachers without administrator privileges do not have access to these sections.