Class Billing Tab - Billing Schedules & Tuition, Discounts, Proration

This article will cover several topics related to setting up billing options when creating and editing classes.

Understanding Billing Schedules

Billing schedules are labels which get associated with a tuition price when added to classes. When an enrollment is added, the staff member can assign it to a particular billing schedule. Because of this, billing schedules allow your business to set a group of students within a class to be billed a different rate or at a different frequency than other students.

Creating Billing Schedules:

To create a Billing Schedule, navigate to Settings>Setup>Class Settings. Then click on the pencil icon for the Billing Schedules section. Here, you can view existing billing schedules and add new ones. 
billing_schedule_window.png

Click Create New Billing Schedule to begin. In the new window, add a Title for the billing schedule.

Next, select a Billing Cycle to be used to prorate enrollments within this billing schedule:

  • Month/Session - This billing cycle will tell the class to search for a session or rolling session on the class. If one is attached, it will prorate the enrollment based on the percentage of class periods enrolled, out of the full dates set for the corresponding session or rolling session. If no session or rolling session is found, it will prorate based on the calendar month (see Force Calendar Month).

  • Force Calendar Month - This billing cycle will ignore any sessions or rolling sessions and bill the enrollment for the percentage of class periods enrolled out of the total number in the calendar month.

  • Force Month as 4 Weeks - This billing cycle forces proration on 4 weeks, even if there are 5 of some weekdays in the calendar month. If the class meets twice a week, proration is based on 1/8, three times a week is based on 1/12, etc. If the student is enrolled for at least 4 meeting times within the calendar month for each day in the class schedule, they will still be charged the full monthly tuition price.

New_billing_schedule.png

Example Scenarios for Using Multiple Billing Schedules:

 

Using billing schedules to set lower tuition rates for a particular group of students

For example, if your team students' recreational classes are all billed at a rate that is $10 lower than the standard recreational class fee - you can create a separate "Team Students" billing schedule and a separate team rec tuition and attach those options as a pair to the class.

To bill the students that have been assigned that fee, you will need to either create the charges manually on ledgers or run Class Tuition Charges for the "Team Students" billing schedule.

Using billing schedules to offer different billing dates at the same price

Another example of how billing schedules can be used is if you have students that need to be billed and have payment collected on separate dates. One common scenario is if a business has monthly billed classes - but offers the option to pay for classes on the 1st or the 15th of the month. In this case - the business could create different billing schedules for "Monthly 1st" and "Monthly 15th". When setting up the class - you can attach the same tuition price to both options.

When it comes to billing the customers with payments due on the first, you will log into iClassPro and run class tuition charges for the enrollments set up with the billing schedule "Monthly 1st" (say, on the 20th of the previous month) and set the due date as the first of the month. Next, you can go in and create the Class Tuition Charges for the "Monthly 15th" billing schedule enrollments separately using a due date as of the 15th.

When the first of the month comes around, for those customers with payment info on file, you can choose to collect payment for all Class Tuition charges that are due on the first of the month to collect only for the "Monthly 1st".  And when the 15th comes around, you can collect payment from customers with Class Tuition Charges due on the 15th for just the "Monthly 15th" enrollments.

Using billing schedules to establish two different billing frequencies for the same class

A different way to use billing schedules is to determine how frequently a group of enrollments should be charged. For example - a business may offer a "summer session" that is 8 weeks long during June and July. To make it easier for customers, they want to offer a choice of paying in full for the session up front ($100), or making two monthly payments ($50 each). In this scenario, the business can create two billing schedules - one for "Monthly Payments" which uses a billing cycle of Force Month and one for "Full Session" which uses a billing cycle of month/session. When attaching these options to the class, the "Monthly Payments" would be linked to a tuition for the amount for $50 while the "Full Session" would be linked to a tuition for the full $100.

PRO TIP! A class cannot be attached to overlapping sessions/rolling sessions. Therefore, automated proration cannot be set up for multiple frequencies that are based on custom date ranges which overlap.

 

Understanding Tuition Amounts

When creating tuitions, keep in mind that the amount you are entering is the base (or most expensive) amount billed for the class. Multi-class and multi-student discounts will subtract from the amount created here.

You will also need to know how you would like the rate to be used before entering the tuition amount in your settings. The amount entered can either be used as a flat rate (per billing cycle), an hourly rate (hours over week or hours over billing cycle), or timeslot (number of times the class meets over billing cycle) when setting up the class. The table below explains some key differences.

Flatrate_vs_Hourly_vs_Timeslot.png

PRO TIP! To offer true multi-class discounts, you will need to use a flat rate tuition approach. When billing hourly or by timeslot, all discounts are based on the total number of hours or times the class(es) meet(s) in the billing cycle, rather than the total number of classes enrolled.

If you wish to bill with an hourly rate, click here for help on determining your base tuition and discounts.

Creating Tuitions

Tuitions define the amount you wish to charge for an enrollment. This can be a flat fee or an amount per timeslot/hour, depending on how you have your billing configured on the class.

Flat Fee

The Tuition prices that are created here are the un-discounted prices that are assigned to a class for a specific billing schedule (monthly, session, etc.) Each class is assigned a default tuition price. Create these before creating your classes. Each tuition should have a distinct class price. The same Tuition can be attached to any number of classes.

  1. Click on Add New Tuition.

  2. Enter a Name and Rate for each of your tuitions. (Note that the tuition amount does not use the currency symbol.  It is also not necessary to enter decimal values if the rate is a whole number.)

 Tuition Schedules

Tuition Schedules replace the tuition/discount schedule setup with a table the gives actual prices with the discounts accounted for.  This allows you more control to allow a higher/lower discount based on the number of classes/timeslots/hours taken (instead of the flat discount that the Discount Schedule allows).

NOTE: If you allow discounts on the class and a discount schedule is also attached to the Class Program, the discount schedule will be applied in addition to any discounts already reflected in the Tuition Schedule.

For more information about how the “Count Classes/Time Slots/Hours” and “Count Students” settings affect tuition, see our “ORDERING TUITION SCHEDULE PRICING BASED ON ‘COUNT BY’ SETTINGS” document.

tuition01.png

 To create a Tuition Schedule:

  • Navigate to SETTINGS>SETUP>CLASS SETTINGS>TUITIONS
  • Click ADD NEW TUITION to launch the “Create Tuition” Window
  • Enter a TUITION NAME
  • Choose RATE or SCHEDULE option
    • RATE: enter the TUITION RATE (without currency symbol)
    • SCHEDULE
      • Count Classes/Time Slots/Hours By
        • One at a Time
          • To count classes One At a Time means to assign each class a number. The system will rank classes from highest to lowest tuition before discounts are applied.
          • To count hours One At a Time means to use the number of hours this class attends to find a discount for this enrollment. The period of time the hours are totaled for is controlled from within each class itself. (To set a class to bill hourly, check “This Class Bills Hourly” in the class record.)
        • One at a Time Per Student
          • To count classes One At a Time Per Student means to assign each class a number, separated for each student enrolled. The system will rank classes from highest to lowest tuition before discounts are applied.
            This setting only affects scenarios when you also choose to Count Students By Total and there are multiple active students in the family. (Otherwise the system works the same as if you just chose One at a Time.)
          • To count hours One At a Time Per Student means to use the number of hours for each class the student attends to find a discount for their enrollments. The period of time the hours are totaled for is controlled from within each class itself. The system will rank classes from highest to lowest tuition before discounts are applied.
            This setting only affects scenarios when you also choose to Count Students By Total and there are multiple active students in the family. (Otherwise the system works the same as if you just chose One at a Time.)
        • Total
          • To count classes by Total means the system will total how many individual classes in which the student is enrolled and discount based on that number. In this case, classes are not ranked by tuition cost since they are both treated the same.
          • To count hours by Total means to use the number of hours all relevant classes attend to find a discount for this enrollment. The period of time the hours are totaled for is controlled from within each class itself.
        • Count Students By
          • One at a Time - To count classes or students One At a Time means to assign each one a number. The order students are put in is controlled by the Order Students By
          • Total - If you choose to count students by Total, classes will be counted and ordered for the family as a whole instead of per student.
        • Students Ordered By - When counting students One at a time, you can order them according to either Most Expensive Class or Highest Total Tuition.
          • Most Expensive Class - Most Expensive Class order means that the student enrolled in the most expensive class is student 1.
          • Highest Total Tuition - Highest Total Tuition order tells the discount schedule to add up the tuitions for all the classes each student is enrolled in. The student with the highest total is then student 1.
        • Tuition Schedule Table

COLUMNS represent students in the family
ROWS represent Classes/Timeslots/Hours

tuition02.png

The AMOUNT entered in the cells of the table are the TOTAL AMOUNT YOU
WISH TO CHARGE FOR THAT CLASS/HOUR/TIMESLOT (including any discounts).

Tuition prices will be calculated as the cumulative total of the number of classes/hours/timeslots taken.  So using the screenshot above as an example, if Student 1 is enrolled in two classes/timeslots/hours, their tuition would be Cell 1:1 (20.00) + Cell 1:2 (40.00) = $60.00.

If you are billing hourly or by timeslot over the course of a month, the classes will be ranked based on their tuition rates and then the appropriate cells will be calculated from the table.  For example, if a student is taking three classes where one class meets five times and the other meets four times during the billing period, the pricing will be as follows:

  • Class 1: the tuition would be the total of cell 1:1 through 1:5 (class meets 5 times)
  • Class 2: the tuition would be the total of cell 1:6 through 1:9 (class meets 4 times)
  • Class 3: the tuition would be the total of cell 1:10 through 1:13 (class meets 4 times)

Overriding a Billing Schedule or Tuition Price for a Class Enrollment

When creating or editing an enrollment in iClassPro, you can set up an override for either the billing schedule or tuition used for the enrollment. Using a billing schedule override will still allow the student's enrollment to receive discounts (the discount schedule can also reference special discounts for this specific billing schedule) and calculate proration if it is allowed on the class, but will only bill the student when you manually create a charge or run Class Tuition Charges for that particular billing schedule.

However, a tuition override will always bill the amount entered unless you have enabled the option to enable proration for overridden tuitions (covered below).

Billing Schedule Override

Use the Billing drop-down to select a different billing schedule than the one that has been set up as the class default. This will tell the system to use a different billing schedule when billing for that enrollment. To ensure the correct price is used, make sure that the class is set up with that billing schedule and a matching tuition price on the billing tab of the class. 

To easily tell which billing schedule an enrollment is attached to, you can click on the enrollments icon next to a family or student and look at the Billing Schedule column. An orange warning message will also appear in the Class Tuition Charges preview for enrollments with a billing schedule override.

Tuition Override

A tuition override will always charge the price entered unless you enable the option to allow proration for an overridden tuition either by enrollment start/end date or blackout dates.  These settings can be enabled under SETTINGS>SETUP>CLASS SETTINGS>GENERAL CLASS SETTINGS.  They are disabled by default:

2019-03-27_07_38_22-iClassPro___superstars.png

To set a tuition override, check the box next to the override amount field, then enter an amount.

To easily see when a tuition amount has been overridden, you can click on the enrollments icon next to a family or student and look for any red tuition amounts. An orange warning message will also appear in the Class Tuition Charges preview for enrollments with a tuition override.

Managing Class Billing Options

When classes are created, you will use the Billing Wizard to set up the billing structure for your class. 2019-06-04_07_39_36-iClassPro___superstars.png

The Billing Wizard walks you through setting up your class billing structure by answering questions about how you bill, how you want to handle discounts/proration, and other common billing questions.

The Wizard will walk you through a number of options based on your response to the question “How Do You Bill?”

There are three billing options:

Hourly
With Hourly billing, the class bills based on the number of hours a student is expected to attend (the actual amount charged depends on the duration of the class). To set up Hourly billing, answer the following questions:

  • How often do you want to bill for the class?
    • Once a month/session – totals the number of class hours in the billing cycle (month or session)
    • Once a week – totals the number of class hours per week
  • This class calculates prices by the number of hours in a…
    • Month/Session – totals the number of class hours in a month/session when figuring price/discounts/proration
    • Week – totals the number of class hours in a week when figuring price/discounts/proration, then sums them for monthly/session billing
  • Do you allow discounts?
    NOTE: When using hourly billing, the system will calculate the number of hours in the billing cycle and discount based on the total.
    • Yes
      • Override discount schedule
        • Check appropriate discount schedule (if enabled)
      • No
    • Do you allow proration?
      • Yes/No
    • Is this class tax exempt?
      • Yes
      • No
        • Override tax rate set on program
          • Check appropriate tax rate (if enabled)
        • What is your billing schedule and tuition rate?
          • Billing Schedule – select the appropriate billing schedule
          • Tuition - select the appropriate tuition rate to be paired with the billing schedule
          • Default – mark the selected billing schedule/tuition pair as the default for enrollments
          • Add Another – click to add more billing schedule/tuition pairs

Time Slot
With Time Slot billing, the class bills based on the number of time slots the student is expected to attend (regardless of the duration of the class). To set up Time Slot billing, answer the following questions:

  • This class calculates prices by the number of timeslots in a…
    • Month/Session – totals the number of timeslots in a month/session when figuring price/discounts/proration
    • Week – totals the number of timeslots in a week when figuring price/discounts/proration, then sums them for monthly/session billing
  • Do you allow discounts?
    NOTE: When using timeslot billing, the system will calculate the number of class timeslots in the billing cycle and discount based on the total.
    • Yes
      • Override discount schedule
        • Check appropriate discount schedule (if enabled)
      • No
    • Do you allow proration?
      • Yes/No
    • Is this class tax exempt?
      • Yes
      • No
        • Override tax rate set on program
          • Check appropriate tax rate (if enabled)
        • What is your billing schedule and tuition rate?
          • Billing Schedule – select the appropriate billing schedule
          • Tuition - select the appropriate tuition rate to be paired with the billing schedule
          • Default – mark the selected billing schedule/tuition pair as the default for enrollments
          • Add Another – click to add more billing schedule/tuition pairs  

Flat Rate
With Flat Rate billing the class bills a flat amount per billing cycle. This is our “traditional” billing structure. To set up Flat Rate billing, answer the following questions:

  • Do you allow discounts?
    NOTE: When using flat rate billing, the system will count the number of enrollments the student has during the billing cycle and discount based on the total.
    • Yes
      • Override discount schedule
        • Check appropriate discount schedule (if enabled)
      • No
    • Do you allow proration?
      • Yes/No
    • Is this class tax exempt?
      • Yes
      • No
        • Override tax rate set on program
          • Check appropriate tax rate (if enabled)
        • What is your billing schedule and tuition rate?
          • Billing Schedule – select the appropriate billing schedule
          • Tuition - select the appropriate tuition rate to be paired with the billing schedule
          • Default – mark the selected billing schedule/tuition pair as the default for enrollments
          • Add Another – click to add more billing schedule/tuition pairs

For more information about hourly billing, click here. 

For more information about setting up Discount Schedules, click here.

 

 

Need More Assistance?

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