IN BRIEF
Billing Schedules in iClassPro define when students are charged, how much they are charged, and how proration is calculated for late enrollments or early drops. These schedules work together with tuitions to determine charge frequency and billing amounts.

• Overview
• Accessing the Feature
• Understanding Billing Cycles
  • Month/Session
  • Force Calendar Month
  • Force Month as 4 Weeks
  • Important Notes
• How Billing Schedules Are Used
  • Additional Notes
• Creating a New Billing Schedule
• Editing an Existing Billing Schedule
• Troubleshooting & FAQs
• Related Articles

Overview

Billing Schedules determine when students are charged for classes, how much they are charged, and how proration is calculated for late enrollments or early drops.

Each Billing Schedule includes:

• A Title — used to identify the schedule throughout the System.
• A Billing Cycle — defines how proration is calculated.

Each enrollment is associated with a specific Billing Schedule, which is paired with a tuition for a class. Billing Schedules ensure charges are applied consistently based on your organization’s billing cadence (monthly, session-based, weekly, etc.).

Billing Schedules can be associated with a specific Auto Charge Scheduler, which allows the system to assign different Charge Categories based on the Billing Schedule associated with the student's enrollment.

See What is the Auto Charge Scheduler? for more information about configuring these.

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Accessing the Feature

1. Navigate to SETTINGS>SETUP>CLASS SETTINGS>BILLING SCHEDULES.
2. A list of existing Billing Schedules will be displayed, along with their associated Billing Cycles.

From this page, you can create, edit, or delete Billing Schedules.

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Understanding Billing Cycles

The Billing Cycle determines how the System handles proration for late enrollments or early drops. There are three available options:

Month/Session

• The System looks for a session or rolling session attached to the class.
• If a session/rolling session is attached, proration is based on the percentage of class periods attended out of the total number in that session (based on session start/end dates and taking into account any blackout dates).
• If no session is attached, proration defaults to the calendar month (see “Force Calendar Month”).

Examples:

• Example 1: A ten-week session is attached, and the student attends seven classes.
  • The System charges 7/10 of the tuition.
• Example 2: No session is attached. The class meets five times in a month, and the student attends four classes.
  • The System charges 4/5 of the tuition.

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Force Calendar Month

• Ignores any sessions or rolling sessions attached to the class.
• Prorates based on the number of classes attended in the calendar month.

Examples:

• Example 1: A session is attached, but the class meets five times in the billing month and the student attends four classes.
  • The System charges 4/5 of the tuition.
• Example 2: No session is attached. The class meets four times in the billing month, and the student attends three classes. 
  • The System charges 3/4 of the tuition.

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Force Month as 4 Weeks

• Proration is always based on four weeks, even when some months include a fifth weekday.
• If a class meets twice a week, proration is based on 1/8; if three times a week, 1/12, and so on.
• Proration begins only when the number of attended class dates is fewer than expected for a four-week period.

If the student is enrolled in a single class throughout the month, proration is handled as outlined above.

However, If the student transfers from one class to another within the month, iClassPro prorates for both the class they transfer FROM and transfer INTO.

For example, is a student is enrolled in Class A for the first week of the month, then transfers to Class B for the remaining three weeks:

• The System prorates Class A for one week.
• It prorates Class B for three weeks.

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Important Notes

• This option applies only to flat-rate billing.
• If a class that bills Hourly or by Time Slot is assigned a Billing Schedule that uses the "Force Month as 4 Weeks" billing cycle, it will default back to prorating by "Month/Session."
  • Therefore, if you wish to force monthly billing for session-based classes that are configured to bill Hourly or by Time Slot, you need to use the "Force Calendar Month" billing cycle instead.

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How Billing Schedules Are Used

Billing Schedules are paired with tuitions to define:

• Billing frequency — how often charges are created (Monthly, Session, Weekly, etc.).
• Charge amounts — how much students are billed.

Each class can have multiple Billing Schedule/Tuition pairs, but only one can be designated as the default.

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Additional Notes

• For classes with multiple Billing Schedules attached, enrollments may be associated with either the class’s default Billing Schedule or an override can be assigned to use one of the other Billing Schedules attached to the class.
  • NOTE: Billing Schedule overrides cannot be used for classes with a single Billing Schedule assigned. However, staff members may assign a Tuition Override if needed.
• The Billing Schedule determines which students are charged when running the Class Tuition Charges task.
  • For example, if the “Session” Billing Schedule is selected when running the task, only students enrolled whose enrollment is linked to that schedule will be charged.
• It is recommended to name Billing Schedules clearly (e.g., “Monthly – Flat Rate” or “Session-Based”) so staff can easily identify the intended billing frequency.

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Creating a New Billing Schedule

1. Navigate to SETTINGS>SETUP>CLASS SETTINGS>BILLING SCHEDULES.
2. Select Add New Billing Schedule.
3. Enter a Title for the new schedule.
4. Select one of the following Billing Cycles:
   • Month/Session
   • Force Calendar Month
   • Force Month as 4 Weeks
5. Select Create to save the new Billing Schedule.

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Editing an Existing Billing Schedule

1. Navigate to SETTINGS>SETUP>CLASS SETTINGS>BILLING SCHEDULES.
2. Select the pencil/edit icon next to the schedule you wish to modify.
3. Make any necessary changes.
4. Select Save to confirm updates.

Important Note
If you attempt to delete a Billing Schedule currently applied to an active class, the System will display the following message: "This Billing Schedule cannot be deleted while applied to active classes."

If this message is encountered, you will need to re-assign Billing Schedules to the affected classes before you will be allowed to delete the Billing Schedule. You can use the "All Billing Schedules" filter on the CLASSES page to locate the classes that need to be updated.

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Troubleshooting & FAQs

• Why can I not delete a Billing Schedule?
  • Billing Schedules assigned to active classes cannot be deleted. Remove the association from all active classes first, then delete the schedule.
    • NOTE: You can use the "All Billing Schedules" filter on the CLASSES page to locate the classes that need to be updated.
• Which Billing Cycle should I choose?
  • Use “Month/Session” if your classes use sessions or rolling sessions, “Force Calendar Month” for strict monthly billing, and “Force Month as 4 Weeks” for consistency in proration for flat-rate classes.
• Can I assign more than one Billing Schedule to a class?
  • Yes. You can attach multiple schedules, but only one can be the default. Others can be used as overrides for specific enrollments.

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Related Articles

• How Do I Create/Configure Tuitions and Tuition Schedules?
• How Do I Manually Create Class Tuition Charges?
• What is the Class Tuition Charges Task (Global Class Billing)?
• How Do I Create or Edit a Class?
• What is the Auto Charge Scheduler?

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