IN BRIEF
Multiple billing options allow businesses to offer flexible tuition structures for their customers. By configuring multiple Billing Schedule/Tuition pairs, you can manage special pricing, legacy rates, installment plans, or discounts for specific groups.
Overview
Offering multiple billing options provides flexibility for families and helps manage various pricing models. This can include:
- "Grandfathered" or legacy pricing to maintain original rates for existing students when prices increase
- Installment or session-based payment plans
- Discounted pricing for early enrollment
- Reduced tuition for team members taking additional classes
All these scenarios can be supported by creating multiple billing options within a class.
Accessing the Feature
- From the main menu, go to Classes.
- Select a class to open its Billing tab.
- Configure the Billing Schedule/Tuition pairs as needed.
Step-by-Step Instructions
Adding Multiple Billing Options
Each class can include multiple Billing Schedule/Tuition pairs within the Billing tab.
- When multiple billing options exist, one is designated as the Default.
- The Default Billing Schedule automatically applies to new enrollments unless you manually select another.
Associating an Enrollment with a Different Billing Schedule
To override the default Billing Schedule:
- Locate the enrollment record.
- Change the Billing Schedule drop-down from Default to another Billing Schedule attached to the class.
- The enrollment will automatically apply the tuition rate linked to the selected Billing Schedule.
Allowing Families to Choose Their Billing Option
Administrators can allow families to choose a different Billing Schedule via the Customer Portal.
- Go to SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION.
- Locate the option “Allow Visitors To Override Default Billing Schedule.”
- Enable this option to allow families to select from any Billing Schedules associated with the class.
- When disabled (default), customers can only enroll under the default Billing Schedule.
- When enabled, customers will see the default Billing Schedule, but can select from all available options when enrolling.
- The tuition rate charged will correspond to the chosen Billing Schedule.
Billing for a Different Billing Schedule
When billing manually:
- The system automatically detects the Billing Schedule tied to the enrollment and charges the correct tuition.
When using the TRANSACTIONS>CLASS TUITION CHARGES task:
- Select the Billing Schedule you wish to bill.
- Only enrollments linked to that Billing Schedule will appear in the results.
- Run the task once for each Billing Schedule based on its intended billing frequency.
Examples:
- Monthly Billing Schedules must be billed each month.
- Session-based schedules should be billed once per session or as configured.
Important Note: If the TRANSACTIONS>CLASS TUITION CHARGES task is not run for a specific Billing Schedule, students linked to that schedule will not be billed automatically. You must create those charges manually in the family ledger.
Troubleshooting & FAQs
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Why are some enrollments not included when I run the tuition charges task?
- The task only includes enrollments tied to the selected Billing Schedule. You must run the task separately for each schedule.
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Can customers change their billing option after enrolling?
- No. Once the enrollment has been created, only a staff member can change the Billing Schedule associated with it.
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What happens if I forget to bill one of the Billing Schedules?
- Those students will not be billed automatically. You will need to create manual ledger entries for their charges or run the Class Tuition Charges task again for the overlooked Billing Schedule.