Split Billing

Split Billing allows you to divide a tuition fee, or another fee, and assign the fee to one or more Billing Profiles. When invoices are created, the Payer designated on each Billing Profile will be sent an invoice with their portion of the fee.

To accommodate split billing, do not add a New Tuition Fee when you enroll the child in a class. The tuition fee amount will be split in the Family Account after the child is enrolled.

Split Billing Scenario

Griffin is 8 years old, and his parents, Kim and Brian McDonald would like to enroll him in an after-school program that's scheduled for 5 days/week for a cost of $100/week. They have asked to have the cost of Griffin's tuition fee split 50/50 between them and to be billed separately. 

In the example below, each parent will be set up to pay 50% of their child's weekly tuition fee.

Expand/Collapse All

Step 1 - Create a Family Account

This family is new to the childcare center and must be set up in your system. The family will be created initially under the mom's name.

1. Ensure the correct Site is selected from the Choose A Site drop-down (for multiple locations).
2. Click + Add Family Account.
   
   
   
3. Add the New Contact's Name, Mobile Phone, and Email, and click Save. You will be asked if you would like to add any children. If yes, click Add. Enter the information into the New Child window.
   • Name, Date of Birth, and Gender
4. Click Next.
5. Complete the Relationship information.
   • Select the Contact's relationship to the child from the drop-down.
   • Toggle to select if the Contact is a Legal Guardian, Authorized Pickup, or Emergency Contact.
6. Click Save > I'm Done to complete adding a child, or click Add Another to add additional children.
7. Go to the Actions menu> Add Contact to add the second payer's (dad's) information. 
8. Complete the dad's New Contact information and move to Step 2.

Step 2 - Billing Profile for Contacts

Kim McDonald (mom) was the first Contact added to the family and was assigned as the Payeron the Billing Profile.

For split billing, each person paying a portion of the invoice in a family must have a separate Billing Profile. Create a Billing Profile for the second payer (dad).

1. Go back to the Family Account for McDonald.
2. Go to Actions menu> Add Billing Profile to add dad as the second payer.
3. Enter the Billing Profile's name and select how often to bill this payer.
   Note:  We recommend you use Split Bill in the name of the new Billing Profiles as a reminder.
4. Select the second payer using the Select a payer drop-down menu.
5. Click Save.

Under Contacts on the Family Account page, both family contacts will now show as Payer.

Step 3 - Enroll Child in a Class

There are multiple ways to enroll children into classes in Jackrabbit Care. Each option starts with a click on the main left menu then select one of the following: Enrollment, Family Accounts, or Programs & Classes. Both Owners and Administrators have the permissions to enroll, move, and drop children from classes.

Note: Be sure you have the right site selected at the top of the page before you start.

1. Go to the Left Menu and select one of the following:
   
   

   Enrollment	Click the Find and Create Openings link on the Openings card. This will open the page to start the enrollment process.
   Family Accounts	Click the View All # Family Accounts link on the Profiles card and select the family or use the Search field at the top of the page to locate the child. Click the Actions Menu> Enroll from any tab on the class page. Select the child to enroll from the drop-down list in the Enroll window. Click Select and the page to start the enrollment process opens to continue.
   Programs & Classes	Click the View All Classes link on the Programs & Schedules card. Select a class card. Click the Actions Menu> Enroll from any tab on the class page. This will open the page to start the enrollment process.

   
   
2. Locate the class and click the + Enroll link, the green circle, or the green horizontal bar to start the enrollment.
   • The number in the circle indicates how many open spots are in the class.
     
     
     
3. Complete the selections in the Enroll window.
   • Start typing a child's name, and a list of names will drop down. A warning icon will appear if the child does not meet the age requirements for the class.
   • Select the Start Date.
     
     
     
4. Click Enroll and a Tuition Fee window opens. 
   • Click Enroll to immediately enroll the child in the class.
     Note:  No tuition will be added to the Family Account during the enrollment. The tuition for split billing must be added to the Family Account.

Step 4 - Add Split Tuition Fees to the Family Account

Once you have created the Family Account with a main Billing Profile, it's time to add the tuition fees for split billing. Follow these steps to add a fee (50%) to the mom's Billing Profile.

1. 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.
   
   
2. Click the McDonald family.
3. Go to Actions menu> Add Fee.
4. Select New Tuition Fee in the Select a Fee Type window and click Next.
   
   
   
5. Search and add Griffin McDonald in the Select Children and Class window. Select the class under Current and future enrollments and click Next.
6. Change the Tuition Fee Amount to 1/2 of the tuition ($50.00) in the Add Fee window. Click Next.
7. Select the Billing Profile for one of the payers and select a 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.
8. Select the Dates of Service, if applicable, and click Next.
9. Add a fee adjustment and/or discount if applicable. Click Next.
10. Review the Billing Summary and confirm the amount is for 1/2 of the tuition fee ($50.00).
11. Click Complete Fee.

Repeat the steps above to create Brian's (dad) Billing Profile and invoice for $50.00 (50% of the tuition fee).

The split billing Scheduled and Pending invoices are listed under the Transactions tab. Set it once, and the invoices will automatically be processed for the correct amount on the correct dates and emailed separately to each parent.

If you want to process the invoice immediately, you also have the option to select the fee in the Pending section of the Transactions tab and click the Invoice Nowbutton to process the invoice immediately.