Add a charge

Most tuition is charged automatically from your tuition plans. For anything else, like a late pickup fee or a recital costume, you can add a charge by hand to one family or to a whole group.

Only owners and admins can add charges.

Charge one family#

1. Open Billing in the menu, choose Family balances, and select the family.
2. Select Add charge.
3. If you've set up fees, pick one from From a fee template. It fills in the description and amount. Otherwise leave it on Custom charge.
4. Enter a Description, like "Late pickup fee". This is what the parent sees.
5. Optionally pick the student it's for, or leave it as Whole family.
6. Enter the Amount.
7. Optionally set a Due date. Leave it blank to post the charge today, or pick a later date to schedule it.
8. Enter a Reason. It's required and is kept in the billing activity with your name.
9. Select Add charge.

Charge a group#

Use this for one charge that many families owe, like a recital fee for everyone in certain classes.

1. Open Billing, choose Family balances, then select Charge a group.
2. Who: under Charge, choose everyone in some classes, everyone in some programs, everyone enrolled in a term, or every enrolled student. Then pick the classes, programs or term.
3. What: pick a fee template or a custom charge, fill in What it's for and Amount each, and choose whether to charge once per student, once per family, or once per class enrollment. You can add a due date here too.
4. Preview and post: check who's included, how many families, and the total. Nothing is charged until you select the Post button, which shows the total amount.

When it's done, you'll see how many charges went to how many families. Select See balances to check them, or Charge another group.

If the preview says nobody matches, there are no active enrollments in that group. Go back and pick another.

When is it collected?#

A charge with no due date goes on the account straight away, and autopay picks it up on its next run. A charge with a due date is scheduled, and autopay families are charged on that date. Families who pay manually see it in their portal balance.

Made a mistake?#

• Scheduled charge, not yet due: cancel it from the family's Upcoming charges card. See Upcoming charges.
• Charge already posted: charges can't be deleted. Issue a credit for the same amount to cancel it out. See Credits and write-offs.