iClassPro Support

How to Set Up Customer Billing/Payment Plans

Different customers within the same class can be set up to pay in separate intervals at different tuition rates in iClassPro by creating separate billing schedule and tuition pairs for each payment plan. When running Class Tuition Charges, customers are pulled up according to the billing schedule attached to their enrollment(s).

It is important to note, however, that any given billing schedule can prorate either by 1) the calendar month or by 2) the session or rolling session dates attached to the class. Overlapping sessions or rolling sessions cannot be applied to a class, which does restrict the number of options that can be setup in a class while expecting proration calculations to work automatically.

For example, a class may have both a monthly price and an 8-week session or rolling session price. In this case, the billing schedule for monthly would be set to "force month" to allow proration by the calendar month. And the billing schedule for the 8-week option would be set to "month/session" which would allow proration by the custom sessions or rolling sessions associated with the class. 

It cannot, however, have pricing for both an 8-week session or rolling session price and a 16-week session or rolling session price and bill/prorate accordingly - because only one set of the custom sessions or rolling sessions can be linked to the class (with no overlapping dates).

Get Started with Settings

Because each billing or payment plan is determined by a billing pair, you first need to set up the elements of that billing pair within your settings under Settings > Setup > Class Settings.

Billing Schedules- a label for each group of customers that is billed separately—typically named after the frequency at which they are billed such as monthly, session, year, etc. For more about billing schedules, click here.

Tuition- a flat or hourly rate charged for class, excluding any multi-class or multi-sibling discounts. (This amount should be the amount billed over a single period of the corresponding Billing Schedule.) For more about Tuition Rates, click here.

Discounts- also located in your class settings area, discount schedules can contain multiple tables. A default table is what is automatically included when creating discount schedules. However, you can include specific tables for alternative billing schedules. This allows iClassPro to automatically calculate multiple class or multiple student discounts for each class enrollment and billing plan. For more about Discount Schedules, click here.

Configuring Classes

When creating classes, these billing pairs are attached from the Billing tab in the class settings. After adding all of your billing/payment plans, you must select a default plan to automatically be assigned to enrollments (this can be overridden).

Discount schedules can be attached either at the Program level (recommended) or overridden on individual classes at the bottom of the billing tab.

Assigning Billing/Payment Plans to Enrollments

For each enrollment, a student can be set up on a different billing plan using an override. If left unchanged when creating a new enrollment, whichever billing pair you selected as the default for the class will be the frequency and rate at which the student gets charged. To override the billing/payment plan when creating the enrollment, simply choose a different selection from the billing dropdown. (You do not need to enter an amount into override tuition unless this student is being given a special rate not covered by the billing pair.) 

Once saved, this enrollment will only be billed when running Class Tuition Charges for the selected billing schedule.

Viewing Billing/Payment Plans

When looking at enrollments from the family or students page, you can quickly see which billing schedule has been set for each enrollment.

enrollmentsview.pngClass Tuition Charges

To bill customers for classes, you will need to go to the Transactions page and select the Class Tuition Charges. This task must be run once for each billing period and/or billing schedule (Once a month for monthly charges/payments, per session for each attached session, etc.) When doing so, it is important to enter the correct due date for these charges. For example, session charges are likely due before the session begins or the first week of the session, whereas monthly charges might be due by the 1st of the month. For more information about Class Tuition Charges, click here.

Processing Payments

If your customers have payment information on file that is authorized for recurring billing, you can process payments from the Transactions page by selecting the Payments task.

There, you can filter which families to collect payment from by the types of charges outstanding on accounts, charges recorded with a specific charge category, a certain due date, minimum payment amount, family status, or specially assigned keywords. For more about processing stored payment information for all customers, click here.

Need More Assistance?

Call us at 877-554-6776. Our business hours are Mon-Fri 9am-6pm Central Standard Time.