Akada lets your studio quickly process all recurring credit card payments in a single, simple workflow. Parents enjoy the convenience of autopay, and your team saves time while improving on-time tuition collection.
Use this guide when you’re ready to run all due recurring credit card charges for families who have saved cards on file.
To Process Recurring Payments:
From the main menu, scroll to Financial, click Credit Cards, and then Payments.
Click to expand the Payment Options section (shown above).
Set the Selected Accounts Status (typically Active).
Choose the Charge types to include.
Set the date range.
Use the dropdowns to choose who will receive emailed receipts and decline notifications.
Click Review Payments.
When satisfied, click Post Payments.
What happens next?
Once you click Post Payments, your payments are added to a queue and processed and finalized in the background. On busy days, like the first of the month, this can take some time. Sometimes a few hours. Nothing to worry about, this is perfectly normal, and we will send a notification when the process is complete.
Notes:
When posting payments, you will run the customer's card for any chosen charge type that has a balance and is dated between the From and To dates.
Receipts and Decline Notification can be sent to the account email, parent 1, and/or parent 2.
To change the language in the decline notification, click the purple Edit decline message link.
Reviewing Payments:
Before posting your payments, Akada allows you to review what each card will be charged.
Using the purple action menu on the right, you can edit the amount or view the charge detail.
If you're looking for a specific account, use the search feature above the grid.
When you're satisfied, click Post Payments, and Akada will process them in the background while you move on to other things.
Posting History:
Posting history allows you to review prior recurring billing posts.
Use the details link on the right to review what each cardholder was charged, send individual receipts, send receipts/decline emails to everyone, or download the full payment report.
Troubleshooting:
Why wasn't an account charged? If an account was not charged, check to see:
The account had a valid card on file and was set to recurring billing.
There are open charges on the account that match both the charge types you selected and the date range you selected.
Check your payment report to see if the customer's card was declined.
2. My customer already paid this charge. Why was their card charged again?
Review their account and check if the initial payment was applied to the charge. If it was not, the charge would still have a balance listed, and their card would be included in the payment posting.