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When a student pays you in cash, by bank transfer or by Bizum (a Spanish mobile payment app) outside SmartCookie, mark their bill as paid. If a bill is no longer owed, cancel it. If your student pays with Pay now (through Stripe), SmartCookie marks it as paid on its own.

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Mark a bill as paid

  1. In the menu on the left, click Payments.
  2. Click Bills view, next to New bill.
  3. Click the bill. It opens on the right.
Payments page in Bills view with the Bills view button numbered 2 and a bill's reference numbered 3

Your bills, in Bills view

  1. Click Mark paid.
Unpaid bill with its sessions and total, and the Mark paid button numbered 4

An unpaid bill, open

  1. Choose how they paid you: Cash, Bank transfer or Other (for example, Bizum).
  2. Click Mark paid. You’ll see “Bill marked as paid.” and the bill changes to Paid.
Mark this bill as paid? window with the options Cash, Bank transfer and Other, and the Mark paid button, numbered 5 and 6

Choose how your student paid

You can only mark Unpaid or Overdue bills as paid.

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Mark or cancel several at once

  1. In Payments > Bills view, tick the box next to each bill.
  2. In the bar that appears, click Mark paid or Cancel bill.
The bills you tick must all have the same status. If you mix statuses, you’ll see “Select bills with the same status.”

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Cancel a bill

  1. Open the bill from Payments > Bills view.
  2. Click the arrow next to the Open request button. If the bill is Scheduled, skip this step: the Cancel bill button is at the bottom right.
  3. Choose Cancel bill.
Menu open above the Open request button, with the arrow numbered 2 and Cancel bill numbered 3

The arrow menu of an open bill

  1. In the Cancel this bill? window, click Cancel bill. You’ll see “Bill canceled.”
Your student no longer owes that amount. The sessions and packs on it are free again, so you can charge for them on another bill. Canceled bills don’t show in the list. To see them, click Status and choose Canceled.

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If your student pays only part of it

Mark paid always records the bill’s full total. If your student pays only part of it, swap the bill for one that asks for what’s left:
  1. Cancel the bill (arrow next to Open request > Cancel bill). Its sessions and packs are free again.
  2. Create a new bill with the same sessions and packs.
  3. In Adjustment, choose € and type what they already paid, with a minus sign in front. For example, -40.
  4. Check the Total: it’s what’s left to pay.
  5. Click Create and send the bill.
The part they already paid isn’t recorded in SmartCookie. If the bill has VAT, the adjustment comes off before VAT is added. Type what they paid without the VAT: with 21% VAT, divide it by 1.21. For example, if they paid €40, type -33.06. More in Add a discount or VAT to a bill.

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If you refund a Stripe payment

You can’t refund money from SmartCookie. If your student paid through Stripe, make the refund from your Stripe dashboard.
  • If you refund the full amount, the bill changes to Refunded. Its sessions and packs are free again, so you can charge for them on another bill.
  • If you refund only part of it, the bill stays Paid and shows the Refunded amount.
  • Stripe decides what happens to the fees on a refunded payment. Check your Stripe dashboard.

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What you can’t do

  • You can’t mark a Scheduled bill as paid. Wait until the day it’s sent, or cancel it.
  • You can’t undo Mark paid or Cancel bill. If you cancel by mistake, create a new bill. If you marked it as paid by mistake, write to us: Contact support.
  • You can’t cancel a bill that’s already paid.
Last modified on September 30, 2026