3. Payments, promotions and invoices

In this section you connect a Stripe account to accept payments, set up discount codes, post-purchase offers, the order bump and the referral program, and handle invoices for buyers as well as the invoices Cohorta issues to you. Buying from the buyer's side is covered in section 9, the Cohorta subscription and plan limits in section 8.

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3.1. Payment and invoice settings in one place

What it is for: from one screen you reach every sales setting and see straight away what is connected and what still needs setting up.

Who can see it: the academy owner and people with the Admin role. Trainers, managers, moderators and learners do not see this screen or the Administration section of the menu. The screen is available on every plan and does not depend on the switches in Features.

Where to find it: side menu → Administration → Admin settings → Payments and invoices group.

How to open the payment settings

1. In the side menu, expand Administration.
2. Click Admin settings. You will see the Admin settings screen with the subtitle "One-time academy setup: payments, invoices, branding and features.".
3. In the Payments and invoices group, click one of the tiles:
• Cohorta subscription plan: your plan (see section 8),
• Stripe Connect: accepting payments (point 3.2),
• Fakturownia: automatic invoices (point 3.9),
• VAT invoices: invoices issued to buyers (point 3.10),
• Platform invoices: invoices from Cohorta for the commission (point 3.11).

Discount codes, post-purchase offers and the referral program have their own menu items: Administration → Discount codes, Post-purchase offers, Referral program.

Tile statuses

What depends on your plan

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3.2. Stripe Connect: connecting your account and payouts

What it is for: you connect your own Stripe account. Buyers pay straight into your account and Cohorta takes the platform commission. Without an active Stripe account you cannot sell any paid product.

Who can see it: the academy owner and people with the Admin role. Every plan.

Where to find it: side menu → Administration → Admin settings → Stripe Connect tile. The screen is called Payments (Stripe Connect).

How to connect a Stripe account

1. Open the Payments (Stripe Connect) screen. You will see the Stripe account not connected yet box.
2. Under What kind of seller are you?, choose one card:
• Company, if you have a registered business, sole proprietorship or company with a NIP (Polish tax ID),
• Private individual, if your activity is unregistered or you sell on your PESEL (Polish personal ID number).
3. If you choose Private individual, a Note: about the unregistered activity limit appears below the cards. Read it and check with your accountant.
4. Click Start Stripe onboarding. The button stays inactive until you choose a seller type.
5. The Stripe form opens. Enter your company or personal details and your payout details. Stripe guides you step by step. No Stripe account yet? You can create one in the same form.
6. When you finish, Stripe sends you back to the Payments (Stripe Connect) screen. The account status refreshes on its own.
7. When you see the green Account active, you can sell box, you can publish paid products.

Form fields: seller type

You can change the seller type only until the account becomes active. After that the screen shows it read-only, in the selling as: line.

Account statuses

The screen shows four status fields:

Each field shows ✓ yes or · none. The account is active when Details submitted and Charges enabled both show ✓ yes. The heading then reads Account active, you can sell. Otherwise you see the yellow Onboarding incomplete box.

Below the box you also see plan: and platform commission:, which is the rate Cohorta takes from every sale. The note (custom rate) means your academy has an individual rate.

How to finish setup or refresh the status

1. If you see Onboarding incomplete, check the seller type and click Finish onboarding.
2. Fill in whatever is missing in the Stripe form.
3. If you changed something directly in Stripe, click Refresh status. The page reloads with the current status.

How to check payouts and sales in Stripe

1. On the Payments (Stripe Connect) screen, click Express Dashboard.
2. Your Stripe dashboard opens in a new tab. There you will find payments, your balance, payouts and bank account details.
3. You set the payout schedule in Stripe. Cohorta does not hold back or speed up payouts.

What happens automatically

• Stripe creates a seller account for your academy. The form is pre-filled with the academy owner's email address and the academy name.
• When you come back from the Stripe form, Cohorta fetches the account status straight away.
• When Stripe changes the account status (for example finishes verification or restricts the account), Cohorta updates it on its own, without any clicks.
• The Stripe Connect tile in Admin settings changes to Connected once charges are enabled.
• The payment methods a buyer sees (for example card, BLIK, Przelewy24) depend on your Stripe account settings.

Something not working?

• Message "Select a seller type (company or private individual) before onboarding." → select Company or Private individual and click the button again.
• Message "No Stripe account connected. Finish the Stripe account setup first" → the Stripe account is not connected yet. Start with Start Stripe onboarding.
• The Stripe form expired or I closed it halfway → go back to the Payments (Stripe Connect) screen and click Finish onboarding. Stripe picks up where you left off.
• A message starting with "Konto platformy Stripe nie ma jeszcze w pełni włączonego Connect" (The Stripe platform account does not have Connect fully enabled yet) or "Niezgodność trybu Stripe" (Stripe mode mismatch) → this is a problem on Cohorta's side, not with your account. Contact support (section 12).
• Everything is filled in, but "Charges enabled" still shows "· none" → Stripe is still verifying your details or is asking for extra documents. Click Express Dashboard to see what is missing, then Refresh status.

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3.3. How a buyer pays: the owner's view

What it is for: you know what happens to the money and to access when someone buys your product. The buyer's steps are described in section 9.

Who can see it: this applies to every academy that sells paid products.

Where to find it: the buyer pays on the product sales page, in the academy shop or in the app after logging in. You see the results in Stripe (Express Dashboard), in the VAT invoices list and in the member details.

How the payment goes

1. The buyer picks a pricing option and goes to the Stripe payment page.
2. They pay into your Stripe account. You are the seller, not Cohorta.
3. Stripe deducts the Cohorta platform commission from every payment straight away. Stripe's own payment fees are also on your side.
4. Stripe pays out the rest according to the payout schedule in your Stripe dashboard.

What happens automatically

• Once a course, program or other product with access in the academy is paid for, the buyer gets access immediately.
• Someone who bought an ebook or file without an account gets an email with a download link.
• An invoice entry is created in VAT invoices (point 3.10). If Fakturownia is connected, the invoice is issued and sent to the buyer on its own.
• If the buyer came through a referral link, the referrer's commission is recorded (point 3.8).
• Once a month Cohorta issues you an invoice for the commission it has taken (point 3.11).

Something not working?

• A buyer reports a message starting with "Sales are temporarily unavailable", or on some forms "Sprzedaż chwilowo niedostępna" (Sales temporarily unavailable) → your Stripe account is not active. Open Payments (Stripe Connect) and finish the setup (point 3.2).
• A buyer paid but has no access → ask them to log in with the same email address they used for the payment. More in section 12.

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3.4. Transactions and refunds

What it is for: you check what a specific person bought and know how to make a refund.

Who can see it: the Payments tab in the member details is visible to the academy owner and people with the Admin role. Every plan.

Where to find it: side menu → Administration → Members → click a person → Payments (n) tab. The full payment history is in Stripe, via the Express Dashboard button on the Payments (Stripe Connect) screen.

How to check a learner's payments

1. Open Members and click a person in the list.
2. Go to the Payments (n) tab. The number in brackets is the number of transactions.
3. For each transaction you see the amount, date, product name and status: Pending, Paid, Failed or Refunded.
4. If the person has not bought anything while logged in, you will see "No transactions.". Ebook purchases made without an account can be checked in Stripe.

The tab shows the person's 20 most recent transactions.

How to make a refund

1. You do not make refunds in Cohorta. On the Payments (Stripe Connect) screen, click Express Dashboard and issue the refund in Stripe.
2. Decide whether you refund the full amount or part of it. This decides what happens to access (see below).
3. If an invoice was issued for the purchase, issue the correction yourself in your invoicing tool or in Fakturownia.

What happens automatically

• Full refund: Cohorta removes access on its own. The purchase of a course or other product with access is cancelled and the transaction gets the status Refunded. The download link for an ebook bought without an account stops working.
• Partial refund (for example only for the order bump add-on): access stays.
• Payment dispute (chargeback): Cohorta does not remove access on its own, because you may win the dispute. You respond to the dispute in Stripe, by the deadline Stripe sets.

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3.5. Discount codes

What it is for: you create codes that buyers enter at checkout to get a percentage or fixed-amount discount.

Who can see it: the academy owner and people with the Admin role. The screen works on every plan and does not depend on the switches in Features.

Where to find it: side menu → Administration → Discount codes. The screen is called Promotions.

Important: the buyer enters the code in the no-account checkout form on the sales page of an ebook or digital file with a one-time payment. When buying a course, program, membership or any other product with access in the academy, there is no discount code field.

How to add a discount code

1. Open Discount codes. If you have no codes yet, the New discount code form is already open. Otherwise, click Add code in the top right corner.
2. Enter the Code. Letters turn into capitals on their own.
3. Under Discount type, choose Percentage (max 99%) or Amount (PLN).
4. Enter the value in Discount percentage (1-99) or Discount amount in PLN.
5. If you like, set a Usage limit and a date in Expires.
6. If the code should work only for selected products, tick them under Products. Nothing ticked means all products.
7. If you like, add a Description for yourself.
8. Leave Code active ticked if the code should work right away.
9. Click Add code. You will see the message "Code added" and the code appears in the table.

Form fields: discount code

How to edit, disable or delete a code

1. Find the code in the table. The columns are Code, Discount, Expires, Uses and Status. On a narrower screen some columns are hidden.
2. To change the code, click Edit. The Edit discount code panel opens on the right. Correct the fields and click Save changes.
3. To stop the code working for a while, click Disable. To bring it back, click Enable.
4. To delete the code, click Delete and confirm in the "Delete code "…"?" window. This action cannot be undone.

After the first use you can no longer change the code name, discount type or value. The form then shows the box "This code has been used (n times)", and these fields have a padlock and the hint "Locked after the first use.". You can still change the limit, expiry date, products, description and whether the code is active. If you need a different discount, disable this code and add a new one.

Code statuses

The Uses column shows the number of uses and the limit, for example "12 / 100". The "∞" sign means no limit.

What happens automatically

• Buyers can type the code in lower or upper case, it is accepted either way.
• The price after the discount cannot drop below PLN 5. If the discount would go lower, the code is not accepted.
• A use is counted only after a successful payment.
• A disabled, expired or used-up code is rejected at checkout.

Something not working?

• Message "A code with that name already exists" → the academy already has a code with that name. Choose another one.
• Message "The code can only contain letters A-Z, digits, hyphens and underscores" → remove spaces, accented letters and other characters.
• Message "A percentage discount can be at most 99%" → enter a smaller value. You set up free access with a PLN 0 pricing option (section 2).
• Message "Enter a discount value" → the discount value field is empty or zero.
• Message "The limit cannot be lower than n" → the code has already been used n times. Set the limit to that number or higher.
• Message "This code has already been used, so its name cannot be changed" (or its discount type, or value) → disable this code and add a new one.
• Message "This code has just been used. Refresh the page and try again." → someone used the code while you were editing it. Refresh the page.
• The buyer cannot see a code field → they are buying a course or another product with access in the academy. Codes work only when buying an ebook or file without an account.

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3.6. Post-purchase offers (OTO)

What it is for: right after a purchase, the buyer sees a one-time offer for another product, with a discount and a countdown timer.

Who can see it: the academy owner and people with the Admin role. The screen works on every plan and does not depend on the switches in Features.

Where to find it: side menu → Administration → Post-purchase offers. The screen is called One-time offers. You can also see the offer stage in the product details, on the Funnel tab, in the Post-purchase offer (OTO) step.

Important: the offer appears on the thank-you page after buying an ebook or digital file without an account. The offered product can also only be an ebook or digital file. Courses and programs cannot be offered here.

How to add a post-purchase offer

1. Open Post-purchase offers. If you have no offers yet, the New post-purchase offer form is already open. Otherwise, click Add offer.
2. Under After buying product, choose the product whose purchase should trigger the offer.
3. Under Show offer for product, choose the ebook or file you want to offer.
4. Under Offer pricing option, choose the price the discount is calculated from.
5. Under Discount type, choose Percentage or Amount (PLN) and enter the value in Discount (%) or Discount (PLN).
6. In Timer (minutes), set how many minutes the buyer sees the countdown. The default is 15.
7. Adjust the Offer headline and Description. The form suggests "A special offer for you" and "For a limited time, an extra resource at a lower price.".
8. Click Add offer. You will see the message "Offer added".

Form fields: post-purchase offer

How to edit, disable or delete an offer

1. Find the offer in the table. The columns are After purchase, Offer, Discount, Shown / Redeemed and Status.
2. To change the offer, click Edit, correct the fields in the Edit post-purchase offer panel and click Save changes. The change applies from the next time the offer is shown. Offers already sold keep the price from the order.
3. To stop showing the offer, click Disable. The status changes to Disabled. Enable brings it back as Active.
4. To delete the offer, click Delete and confirm. This action cannot be undone.

What happens automatically

• The Shown / Redeemed column counts how many times buyers saw the offer and how many times they bought it.
• The offer is not shown if the offered product is no longer published or its pricing option is inactive.
• After a purchase made from an offer, no further offer is shown.
• One active offer can run per product.

Something not working?

• Message "This product already has an active post-purchase offer" → disable or delete the previous offer for this product.
• Message "The purchased product and the offered product must be different" → choose a different product under Show offer for product.
• Message "A post-purchase offer can only be a digital file (ebook or file). Courses and programs are not supported here." → offer an ebook or file.
• Below the pricing field I see "This product has no active pricing options." → add or enable a pricing option in the product (section 2).
• Message "Timer must be at least 1 minute" → enter at least 1 in Timer (minutes).
• I cannot find a product in the list → the list only shows published products.
• The offer does not appear → check that its status is Active and that the customer bought an ebook or file without an account. The offer does not appear after buying a course.

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3.7. Order bump

What it is for: in the checkout form, the buyer sees a checkbox with an extra product at a lower price. They tick it, pay once and get both files. This is different from a post-purchase offer (point 3.6), which only appears after payment.

Who can see it: people who can edit products: the academy owner and people with the Admin role (trainers, see section 10). Works on every plan.

Where to find it: side menu → Administration → Products → click an ebook or digital file → Sales tab → Order bump section.

Important: you can set an order bump only on an ebook or digital file, and only with another ebook or file as the add-on. It appears in the no-account checkout form on the sales page.

How to set up an order bump

1. Open an ebook or file product and go to the Sales tab.
2. In the Order bump section, open the Product to offer (leave empty to disable the order bump) list and choose the add-on.
3. Two more fields appear. In Checkout price (grosze, e.g. 900 = PLN 9), enter the add-on price in grosze (hundredths of a zloty).
4. In Checkout label, enter the text the buyer sees next to the checkbox.
5. Click Save order bump. You will see the message "Order bump saved".

Form fields: order bump

Note: you enter the price in grosze, not in zloty. 49 in this field means PLN 0.49 and will not be accepted. For PLN 49, enter 4900.

How to turn off the order bump

1. Open the Sales tab of the product.
2. Clear the choice in Product to offer (leave empty to disable the order bump) so that it is empty.
3. Click Save order bump.

What happens automatically

• On the product's Funnel tab, the Main offer + order bump stage shows the note "Order bump active (checkout add-on)".
• When the buyer ticks the add-on, they pay for both products in one payment and get both files.
• The platform commission is calculated on the whole amount, including the add-on.
• If the add-on product is no longer published, it is left out of the payment.

Something not working?

• Message "The order bump needs a label (e.g. "Add the checklist for PLN 9")" → fill in Checkout label.
• Message "At least PLN 1" → the price in grosze is below 100.
• I cannot see the Sales tab → the product is not an ebook or digital file. The order bump works only with that product type.
• The product I want to add is not in the list → the list only shows other ebooks and digital files.

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3.8. Referral program

What it is for: you hand out referral codes to partners or learners. When someone buys through a referral link, the system records a commission for the referrer. You pay it out yourself, outside Cohorta.

Who can see it: the academy owner and people with the Admin role. The screen works on every plan and does not depend on the switches in Features.

Where to find it: side menu → Administration → Referral program.

How to add a referral code

1. Open Referral program. If you have no codes yet, the New referral code form is already open. Otherwise, click Add referral code.
2. Enter the Code.
3. In Name/person (optional), enter who the code is for.
4. In Commission (%), set the percentage of the sale. The default is 10.
5. Click Create code. The button is inactive while the Code field is empty. You will see the message "Referral code created".

Form fields: referral code

How to share the referral link

1. In the table, click the copy icon next to the code (Copy link).
2. You will see the message "Copied". Your clipboard now holds your academy shop address with the code added.
3. Send the link to the person who refers.

How to settle commissions

1. In the table, check the columns Referrals (number of purchases from referrals), Payable (commission not yet settled) and Total (all commission since the start).
2. Pay the commission to the referrer outside Cohorta, for example by bank transfer.
3. Click Mark as paid and confirm. The button appears only when Payable is above zero.
4. The Payable amount drops to zero. Total stays the same. You will see the message "Marked as paid".

How to disable or delete a code

1. Click Disable. The status changes to Inactive and new purchases with this code no longer earn a commission. Activate turns the code back on.
2. To delete the code, click Delete and confirm. Its whole commission history is removed together with the code.

What happens automatically

• When someone opens any Cohorta page through a link with the code, their browser remembers the code for 30 days.
• A commission is recorded when a course, program or other product with access in the academy is paid for, including purchases made without an existing account.
• The commission is calculated on the amount the buyer actually paid.
• The same payment never earns a commission twice.

Something not working?

• Message "A code with that name already exists" → choose a different code name.
• Message "Tylko litery, cyfry, - i _" (Only letters, digits, - and _) → remove spaces, accented letters and other characters.
• Someone bought through the link, but there is no commission → check that the code was active at the time and that the purchase was not an ebook or file bought without an account. Such purchases do not earn a commission.

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3.9. Invoice provider and Fakturownia

What it is for: you decide whether invoices for buyers are issued automatically and connect your Fakturownia account. Fakturownia is a Polish online invoicing service.

Who can see it: the academy owner and people with the Admin role. Fakturownia works from the Starter plan. On Free you see the form, but it is inactive.

Where to find it:

• invoice provider: side menu → Administration → Admin settings → Cohorta subscription plan → Invoice provider section,
• Fakturownia: side menu → Administration → Admin settings → Fakturownia tile. The screen is called Fakturownia.pl.

Invoices go out automatically only when three conditions are met at once: the invoice provider is Fakturownia, the Fakturownia details are saved, and Issue invoices automatically is turned on.

How to choose the invoice provider

1. Open Cohorta subscription plan and scroll to the Invoice provider section.
2. Click a card:
• None: invoices are not issued automatically, you issue them yourself in your own tool,
• Fakturownia: invoices are issued by your Fakturownia account. On Free the card is inactive and has the From the Starter plan badge.
3. The inFakt card is marked Coming soon and cannot be selected.
4. Click Save choice. The button is active only when you have changed your choice. You will see the message "Invoice provider saved".
5. After choosing Fakturownia, click Configure Fakturownia to go to its settings.

How to connect Fakturownia

1. Create an account at fakturownia.pl if you do not have one. Fakturownia has a free plan for up to 30 invoices a month.
2. After registration, Fakturownia gives you an address in the form yourname.fakturownia.pl. The first part is your subdomain.
3. In Fakturownia, go to Settings, Account settings, Integration, API and copy the API token.
4. In Cohorta, open the Fakturownia.pl screen.
5. In Fakturownia subdomain, enter just the name, without ".fakturownia.pl".
6. In API token, paste the token. The Show button reveals the token, Hide hides it again.
7. If you have several departments in Fakturownia, enter the Department ID.
8. Choose the Payment method that should appear on invoices.
9. Click Test connection. With correct details you will see "Connection successful: …" plus the name, NIP and email of the Fakturownia account.
10. Tick Issue invoices automatically. The box stays inactive until you enter the subdomain and token.
11. Click Save. You will see the message "Settings saved".
12. Check that Fakturownia is selected under Invoice provider. If not, the box at the top of the screen shows the link Choose invoice provider.

Form fields: Fakturownia

Connection statuses

At the top of the Fakturownia.pl screen you see a box with the status:

What happens automatically

• After a paid purchase, Fakturownia issues a document from your account and emails it to the buyer.
• The document type depends on the seller type on the Payments (Stripe Connect) screen: Company issues a VAT invoice, Private individual a receipt without VAT.
• The invoice PDF appears in the VAT invoices list (point 3.10).
• If you move from the Starter plan down to Free, invoices stop going out through Fakturownia.
• You set up KSeF (the Polish national e-invoicing system) separately in the Fakturownia panel.

Something not working?

• Message "Fakturownia is available from the Starter plan. Change your plan to issue invoices automatically." → you are on the Free plan. Change it in Cohorta subscription plan (section 8).
• Message "Enter the subdomain and token to test the connection." → fill in both fields before clicking Test connection.
• Message "To turn on invoicing, enter the subdomain and the API token" → Issue invoices automatically is ticked, but the subdomain or token is missing.
• Message "Enter just the subdomain: letters, digits and hyphens, without .fakturownia.pl" → remove ".fakturownia.pl" and other characters from the field.
• Message "The API token must be at least 10 characters" → the token is incomplete. Copy it again from Fakturownia.
• A message starting with "Fakturownia HTTP" → Fakturownia rejected the details. Check the subdomain and token. Generate a new token if the old one has expired.
• The fields are grey and I cannot type anything → you are on the Free plan.

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3.10. VAT invoices for buyers

What it is for: you browse invoices for people who bought in your academy and download their PDF files.

Who can see it: the academy owner and people with the Admin role. Every plan.

Where to find it: side menu → Administration → Admin settings → VAT invoices tile.

You do not issue invoices from this list, you only view them. They are issued automatically by Fakturownia (point 3.9). Without Fakturownia you issue the invoice yourself in your own invoicing tool.

How to browse invoices

1. Open VAT invoices. The header shows the number of invoices, for example "Invoices · 12".
2. The table has the columns Date, Buyer, Tax ID, Amount, Status and PDF. The Buyer column shows the name or company name and the email address.
3. Click the Date, Buyer or Amount header to sort the list. By default the newest are at the top.
4. Click Download in the PDF column to open the invoice file. A dash instead of a link means Cohorta does not have a file for that invoice.

The list shows up to 500 invoices. On a phone the Tax ID column is hidden and the tax ID appears under the buyer's name.

Invoice statuses

What happens automatically

• An entry appears in the list after an ebook or file is bought without an account and the buyer ticks I want a VAT invoice, and after every paid purchase of a course or other product with access in the academy.
• If a logged-in buyer entered a tax ID on the payment page, the invoice is made out to the company.
• With Fakturownia connected, the invoice is issued and sent to the buyer on its own, and a link appears in the PDF column.

Something not working?

• The list is empty → nobody has bought with an invoice option yet. The screen then shows "No invoices yet. They will appear here after the first purchase with the option "I want an invoice".".
• The invoice has the status "Issued" but no PDF → Fakturownia did not issue this document, because it was not connected or the invoice provider was set to None. Issue the invoice in your own tool. To have the next ones go out on their own, connect Fakturownia (point 3.9).
• A buyer says they did not get an invoice → check that their purchase is on the list and has a link in the PDF column. If it does, send them the file.

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3.11. Platform invoices (from Cohorta)

What it is for: you download the invoices Cohorta issues to your academy for the commission on sales. Invoices for the Cohorta subscription itself are covered in section 8.

Who can see it: the academy owner and people with the Admin role. Every plan.

Where to find it: side menu → Administration → Admin settings → Platform invoices tile. The screen is called Invoices from Cohorta.

How to download an invoice from Cohorta

1. Open Platform invoices.
2. Find the month in the Period column, for example "September 2026". The invoice number is shown under the month name.
3. Check Transactions (how many sales the invoice covers) and Gross amount.
4. The Email column shows the address the invoice was sent to.
5. Click Download in the PDF column.

Platform invoice statuses

What happens automatically

• On the 1st of every month Cohorta issues an invoice for the previous month.
• The amount is the total platform commission for that month plus 23% VAT.
• In a month with no commission (for example with no sales) no invoice is created.
• The invoice is emailed to the academy administrator's address.
• Until there is any invoice, the screen shows "The first platform invoice will appear here after the first month of sales.".