This page defines the payment words your team uses with parents and in internal notes. It focuses on UK studio reality: term-based fees, Direct Debit timing expectations, occasional card fallback, and manual bank transfer exceptions. When payment language is vague, parent trust drops quickly. Use these definitions so the same event gets the same name from every staff member.
The essential terms
Payment profile
Configuration describing how payment is collected for a given pattern. It should align with your accepted methods and term structure.
Payment schedule
The payer's planned sequence of due items. This is where timing and amount expectations are anchored.
Payment schedule item (due item)
An individual payable item in a schedule. It can be due, overdue, or settled depending on timing and outcome.
Checkout
A card payment attempt flow for eligible scenarios. Completion state depends on the payment attempt outcome and subsequent event updates.
Overdue and arrears
Overdue means due date has passed without settlement. Arrears refers to outstanding overdue amounts. Do not apply these labels to every unpaid state.
Offline payment
A payment handled outside checkout, such as bank transfer or cash, then recorded for reconciliation.
UK timing language: what parents hear
Parents do not need every internal detail, but they need accurate timing. Use date-specific wording:
- "Your instalment was due on 14 October and is now overdue."
- "Your Direct Debit collection is scheduled for Friday."
- "Your card checkout attempt today did not complete."
- "We received your bank transfer and will reconcile it today."
This is better than saying "payment failed" for every case.
Examples
Example: term-fee instalments with Direct Debit preference
A dance school collects Autumn fees in three instalments. Families ask why one child shows overdue while another does not. Staff confirm schedule-item dates instead of giving generic answers.
Example: late enrolment card fallback
A martial arts learner joins mid-term and pays by card because standard collection timing has passed. Staff call it a card checkout, not Direct Debit, so expectations stay clear.
Example: offline transfer weekend lag
A parent sends bank transfer on Saturday night. Admin records it Monday morning. Until reconciliation, item appears overdue. Staff explain this as pending reconciliation, not non-payment.
Terms that are often mixed up
Due vs overdue
Due means current obligation. Overdue means missed by date.
Failed checkout vs arrears
Failed checkout is a payment attempt outcome. Arrears is a debt position over time.
Pending collection vs unpaid
Pending collection indicates an expected process is still in motion. Unpaid is broader and can hide useful detail.
What this is not designed for
This glossary is not accounting policy or debt-collection guidance. It is a language standard for Classia payment operations and family communication.