Invoice a whole grading class in one action.

Four fields and a list of names

1. 1

   Open Grading fees

   It sits on the More tab. The tile is named for the belt module: a school with ranks switched on sees Grading fees, and the same screen is called Batch invoices in the clubs that have no ladder.

2. 2

   Say what it is and what it costs

   A description, an amount each, and a due date. The description is what the parent will read on the invoice, so write it the way you say it out loud — Belt grading exam, Yellow to orange test, September grading. The due date starts fourteen days out and can be moved anywhere up to a year ahead.

3. 3

   Tick everyone testing

   The list is your active students, each with the email the invoice would go to. Select all takes the whole class; untick the two who are not ready. A student with no email on file reads no email, cannot invoice and cannot be ticked at all, which is the app refusing to schedule something it has no way to deliver.

4. 4

   Send once

   The button counts the run back to you before you commit to it — Send 8 invoices, $320.00 — and the confirmation says how many were scheduled. Up to five hundred students can go in a single run.

Scheduled is not the same as sent

This is the part worth understanding before your first grading day. Pressing send does not email anybody. It writes one scheduled invoice per student and stops there. A job runs at 06:00 UTC every day, picks up every scheduled invoice that has reached its due date, and only then creates the real thing on Stripe: a hosted invoice on your school's account, with seven days to pay. Stripe emails it to the parent and sends its own reminders after that.

So you can set up a grading run three weeks out, on the evening you actually have the list in front of you, and nothing lands in a parent's inbox until the date you chose. It also means an invoice dated for today goes out on the next morning run rather than the moment you tap the button.

If the daily run fails part-way through creating an invoice, the next run picks up the same one rather than starting a new one, so a parent cannot be emailed the same grading fee twice.

The arithmetic on a grading day

The platform fee is 1% of each invoice plus 30 cents. It is charged per invoice, not per run, so a class of eight at $40.00 looks like this.

By default that fee is added to the parent's invoice as its own Service fee line, so the school banks the full $40.00. Turn the pass-through off in Settings and the same amount comes out of the school's share instead. Stripe's card processing fee is separate and set by Stripe, under your school's own agreement with them.

Whose money it is

Your school gets its own Stripe account, created in the school's name during setup. Grading invoices are raised on that account, so the balance and the bank details are yours. ClearStack takes its platform fee out of each payment and never holds a balance on the school's behalf.

The practical consequence is that Stripe's relationship is with your school. Refunds, a disputed grading fee, and the payout schedule for the account are handled in your own Stripe dashboard on Stripe's terms, not by us.

Changing your mind

A student who pulls out of a grading can have their invoice voided, whether it is still scheduled or already sent. Voiding marks the row void and voids the invoice on Stripe too, so nothing further is emailed. An invoice that has already been paid cannot be voided — that is a refund in your Stripe dashboard, and deliberately not a button in a phone app.

What this will not do for you

It does not decide who grades. You tick the names, and promoting a student to the next belt is a separate, deliberate action on their record afterwards. Attendance is never counted toward a rank, because a computer should not be the thing that says a child is ready to test.

It also does not put grading fees on a recurring plan. Monthly dues are a different mechanism in DojoDues — a Stripe subscription started from a payment link — and a grading fee is a one-off that you raise when the date is set.