There are three types of fee options to consider when working in the billing system; New Tuition, Recurring, and One Time Fees. Tuition and Recurring Fees repeat on a set timeframe, and One Time Fees are charged just once. Any of these fees can have discounts applied when they are created. In addition, Discounts can be added later to billing transactions in either the Scheduled or Pending sections of the Transaction tab in a Family Account.
Note: An Owner or Administrator automatically has permissions to add any type of fee to a Family Account.
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New Tuition or Recurring Fees - Once set up, a New Tuition or Recurring Fee will automatically be invoiced to a family on the Invoice Date. Examples of these fees:
One Time Fee - This fee is one-and-done. It's only charged once. Examples of One Time Fees include:
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Add a New Tuition Fee During Enrollment
Follow the quick workflow to add a New Tuition Fee when enrolling a child in a class.
- Learn how to Add a New Tuition Fee During Enrollment.
Add a Fee to a Family Account
You can add a New Tuition Fee, a Recurring, or a One Time Fee when you are in any tab in a Family Account.
- Go to Family Accounts (left menu) > View # Active Family Accounts.
Note: Be sure you have the right site selected at the top of the page.
- Select the Family.
- Go to the Actions menu
> Add Fee. - Select a Fee Type; New Tuition Fee, Recurring Fee, or One Time Fee and click Next.
New Tuition Fee If the child is enrolled in a class and the New Tuition Fee was not added at the time of enrollment, select New Tuition Fee to add a tuition fee to the Family Account.
- Select the child using the Search Families or Children field.
- Select a class from the Current and future enrollments list and click Next.
- Adjust the New Tuition Fee if needed.
- The Billing Summary will auto-populate with the Tuition Fee Amount, click Next.
Follow the instructions in the Steps to Add a New Tuition Fee (Step 2 - Select Billing Date) article to finish adding the tuition fee. Once done, the New Tuition Fee will be applied and can be seen in the Transactions tab of the Family Account.
Recurring Fee A recurring fee can be added at any time to a Family Account.
- Select the Recurring Fee option above and click Next.
- Select the child using the Search Families or Children field and click Next.
- In the Add Fee window, select a Category from the drop-down menu or use the +New Fee Category button, add the Recurring Fee amount with an optional Description, and click Next.
- Select the Billing Profile, Billing start date, and Billing end date (leave this blank if you want the billing to stop automatically when the class is finished) and click Next.
- Add an optional Discount if applicable and click Next.
- Review the New Recurring Fee and click Complete Fee.
Recurring Fees go directly into the Scheduled section of the Transactions tab. The Recurring Fee can be edited or deleted in the Scheduled section or the Pending section.
One Time Fee A one time fee can be added at any time to a Family Account.
- Select the One Time Fee option above and click Next.
- Select the child using the Search Families or Children field and click Next.
- In the Add Fee window, select a required Category from the drop-down menu or use the +New Fee Category button, add the One Time Fee amount with an optional Description, and click Next.
- Select the Billing Profile, and Billing date and click Next.
- Add an optional Discount if applicable and click Next.
- Review the New Recurring Fee and click Complete Fee.
One Time fees are placed directly into the Pending section of the Transactions tab and can be edited or deleted until the end of the day (11:59pm) on the Invoice Date.
> Add Fee.
Select the checkbox for any fee in the Pending section and click the Invoice Now
button to process an invoice immediately to the Family Account.
Add a Fee in the Finances Section
You can add a New Tuition Fee, a Recurring, or a One Time Fee under Finances on the left menu.
- Go to Finances (left menu) > Add Fees.
Note: Be sure you have the right site selected at the top of the page.
- Select a Fee Type; New Tuition Fee, Recurring Fee, or One Time Fee and click Next.
New Tuition Fee If the child is enrolled in a class and the New Tuition Fee was not added at the time of enrollment, select New Tuition Fee to add a tuition fee to the Family Account.
- Select the child using the Search Families or Children field.
- Select a class from the Current and future enrollments list and click Next.
- Adjust the New Tuition Fee if needed.
- The Billing Summary will auto-populate with the Tuition Fee Amount, click Next.
Follow the instructions in the Steps to Add a New Tuition Fee article to finish adding the tuition fee. Once done, the New Tuition Fee will be applied and can be seen in the Transactions tab of the Family Account.
Recurring Fee A recurring fee can be added at any time to a Family Account.
- Select the Recurring Fee option above and click Next.
- Select the child using the Search Families or Children field and click Next.
- In the Add Fee window, select a required Category from the drop-down menu or use the +New Fee Category button, add the Recurring Fee amount with an optional Description, and click Next.
- Select the Billing Profile, Billing start date, and Billing end date (leave this blank if you want the billing to stop automatically when the class is finished) and click Next.
- Add an optional Discount if applicable and click Next.
- Review the New Recurring Fee and click Complete Fee.
Recurring Fees go directly into the Scheduled section of the Transactions tab. The Recurring Fee can be edited or deleted in the Scheduled section or the Pending section.
One Time Fee A one time fee can be added at any time to a Family Account.
- Select the One Time Fee option above and click Next.
- Select the child using the Search Families or Children field and click Next.
- In the Add Fee window, select a required Category from the drop-down menu or use the +New Fee Category button, add the One Time Fee amount with an optional Description, and click Next.
- Select the Billing Profile, and Billing date and click Next.
- Add an optional Discount if applicable and click Next.
- Review the New Recurring Fee and click Complete Fee.
One Time fees are placed directly into the Pending section of the Transactions tab and can be edited or deleted until the end of the day (11:59pm) on the Invoice Date.
Select the checkbox for any fee in the Pending section and click the Invoice Nowbutton to process an invoice immediately to the Family Account.
Edit or Delete a Fee
All fees can be edited or deleted in the family's Transactions tab. Locate the fee in the Scheduled or Pending sections and click the Options icon
on the right side of the page. Fees in the Ledger Transactions section cannot be edited.
- Click Delete to remove the fee:
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Deleting a fee in the Scheduled section removes all future occurrences of the fee. The current fee is not deleted.
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Deleting a fee in the Pending section removes only the current instance of the fee. Future scheduled fees are not deleted.
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- Click Edit to open an Edit Fee window and update the fee as needed:
- Edits made to a fee in the Scheduled section will change the fee for all future invoices. Pending fees are not affected.
- Edits made to a fee in the Pending section will only change the fee for the current invoice. Scheduled fees are not affected.
