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Why didn't my payment plan change update invoices?

A payment plan is a template. When a student enrolls, Opus1 copies the plan onto their subscription, and each invoice is built from that copy and saved as it was billed. Editing the plan on the service only changes what new enrollments get. To change billing for students already enrolled, update their subscriptions — open invoices can pick up new amounts, but invoice titles stay as billed.

 Last updated: September 3, 2026
Applies to: Owner / Manager / Staff
Plan: All

Table of Contents

  1. Overview
  2. Which invoice fields change and which don't
  3. How plans, subscriptions, and invoices connect
  4. What each kind of change actually updates
  5. How to change billing for current students
  6. Troubleshooting
  7. FAQ
  8. Related Articles

Overview

Support hears some version of this after a studio edits a payment plan:

  • "I renamed the plan, but old invoices still show the old name."
  • "I raised the price on the service, but current families are still billed the old amount."
  • "I added a recurring invoice note on the plan, but existing invoices don't show it."

All three come from one behavior: a payment plan on a service is a template, not a live link to every invoice.

When a student enrolls, Opus1 copies the plan onto their subscription. Invoices are then built from that subscription copy, and each invoice takes its title, line items, and notes at the moment it is created and keeps them as a billing record.

Editing the plan on the service (Services → Payment) changes the default for future enrollments. Opus1 does not go back and rewrite invoices that already exist, whether open or paid.

To change billing for current students, update their subscriptions, one at a time or with Batch Update. Even then some fields update and some do not, and paid invoices stay as historical records.

Which invoice fields change and which don't

An invoice carries more than one piece of text, and Opus1 stores them separately. They behave differently when you edit a plan.

What you see What it is Changes when you edit the plan on the service?
Invoice description The title on the invoice in reports, PDFs, yearly statements, and many emails. First invoices often read Service name – Plan name. Later recurring invoices often read Plan name – Mon, YYYY. No
Line items The charge rows: plan name, amount, discounts, tax. Not from a service-level edit alone. Open invoices may refresh when you later update the subscription, for example after a price change.
Recurring invoice note An optional message on the bill — studio policy, payment instructions, reminders. No on existing invoices. A note on the service plan applies to new subscriptions. To reach open invoices for current students, add the note on the subscription.

If you changed the plan on the service and expected last month's invoices to follow, those bills were already saved. Opus1 does not treat an invoice as a live mirror of the current plan.

How plans, subscriptions, and invoices connect

Three layers, each one a step further from the plan you edit:

  1. Payment plan — what you publish on the service for new sign-ups.
  2. Subscription — that student's copy of the plan, taken at enrollment or from the last time you updated their subscription.
  3. Invoice — a bill generated from the subscription. Once created, its description is a record of what was billed.

Editing the plan at layer one reaches new enrollments. Updating a subscription at layer two can reach open invoices at layer three. Nothing reaches invoices that are already paid.

That separation is deliberate. It means a studio can raise next year's tuition or rename a plan without silently rewriting last year's paid invoices, receipts, and yearly statements.

What each kind of change actually updates

Rename the plan on the service

Where: Settings (gear) → Services → [service] → Payment → edit the plan

Updates: the plan name families see at new enrollment, and the name copied onto new subscriptions.

Does not update: invoice titles on bills that already exist, the plan name stored on students already enrolled, or PDFs and yearly statements for past invoices.

Next month's auto-generated invoice uses the plan name on the subscription, not the name currently on the service. If the subscription still carries the old name, the new invoice will too.

Change the price on the service

Where: same place — edit the plan on the service

A price edit sets the default for new enrollments only. Students already enrolled are grandfathered at the price stored on their subscription, and Opus1 keeps them there until someone updates it.

To bill current students at the new price, update their subscriptions individually or with Batch Update. Open invoices on those subscriptions are recalculated where possible. Invoice titles still stay as they were when each bill was created.

Full steps are in Will the price of my clients' subscriptions increase if I update the price of my services' payment plans?

Add or change a recurring invoice note

Opus1 accepts a recurring note at three levels, and the level decides the reach:

  • On the service plan — becomes the default note for subscriptions created after you save. Existing subscriptions and invoices are untouched.
  • At checkout — applies to that enrollment.
  • On the subscription — can apply to that student's open invoices. Paid invoices will not pick it up.

So a note added on the service plan will not appear on current families' bills. Add it on their subscriptions instead. The steps for all three levels are in How do I add a recurring note to an invoice?

Update a subscription (individual or Batch Update)

Where: client profile → Subscriptions → Update, or Reporting → Subscriptions → Batch Update

This is the right layer for enrolled students. Depending on what you change, open invoices tied to the subscription can update: price, some line items, recurring note, payer, autopay, and other subscription fields. See How do I batch update my clients' subscriptions?

A subscription update still does not change invoice descriptions already saved, closed or paid invoices, or the plan name as a batch field — Batch Update in Opus1 does not include renaming a plan.

Paid and closed invoices

Once an invoice is paid or closed, Opus1 treats it as a historical record. Neither plan edits nor subscription updates change its title, line items, or totals.

How to change billing for current students

What you need What to do
New students see the new plan name on invoices Edit the plan, or the service name, on the service. New enrollments in Opus1 copy the updated name.
Current students bill at a new price Update subscriptions, one student or Batch Update, then check open invoices. See How do I batch update my clients subscriptions?
Current students see a message on upcoming bills Add a recurring invoice note on the subscription, not only on the service plan. See How do I add a recurring note to an invoice?
A student should move to a different service or plan For appointments, use Subscription Replace where it applies. Review open invoices before and after, since Opus1 does not prorate them automatically. See How do I change the service associated with a subscription?
A one-off bill with custom wording Use Charge/Invoice Client for a one-time invoice with the description you want. See How do I create an invoice?
Families need the new name on already paid invoices Those titles stay as billed. Use the next invoice, a recurring note, or your usual family communication to explain the change. Do not void paid tuition invoices just to retitle them.

Troubleshooting

I renamed the plan on the service and last month's invoices still show the old name. Expected. Invoice titles were saved when those bills were created. Renaming on the service affects new enrollments and the subscription copy for students you update separately.

I raised the price on the service, but current families still show the old amount. Expected until you update their subscriptions. The service plan is a template, and enrolled students keep their copied price until the subscription changes.

I batch-updated subscription prices. The amount changed, but the invoice title did not. Expected. Batch Update can refresh open invoice totals and plan line items. Opus1 does not bulk-rewrite invoice descriptions.

I added a recurring note on the payment plan and existing invoices don't show it. A note on the service plan is a default for new subscriptions. Add or replace the note on the subscription to reach open invoices for current students.

The PDF or yearly statement still shows the old title. Those documents use the invoice's saved description. Editing the plan later does not regenerate past documents.

I used Subscription Replace and an old invoice still shows the previous service or plan. That invoice was created under the previous subscription. Open invoices after a Replace are not rewritten or prorated automatically, so review them manually.

FAQ

Will next month's invoice automatically use the new plan name? Only if the subscription already carries that name. Editing the plan on the service does not retitle invoices in Opus1 for students who enrolled under the old name.

Can staff edit an invoice description after it is created? Opus1 has no general control for renaming a subscription invoice's title. Use a recurring note for extra wording, or create a one-time invoice when you need a custom charge description.

What's the difference between editing the plan on the service and Batch Update Subscriptions? Service plan edits set the default for future enrollments. Batch Update changes existing active and pending subscriptions in Opus1 and can adjust open invoices for supported fields. Neither path retitles invoices already created.

We need every family's next invoice to include new policy or payment language. Add a recurring invoice note to the subscriptions that should show it. In Opus1, notes and invoice descriptions are different fields — changing the plan's note will not reach current families.

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