This content is for our legacy billing platform. Update to our newest experience!

Recurring Charges are charges that are automatically added to a student’s statement on a set frequency. This could include weekly, bi-weekly, or monthly tuition charges, meal fees, diaper fees, etc. These charges will recur at the same interval as the student's statement schedule.

To help with accounting and assist parents in understanding what each charge means, there are several fields that accompany each individual charge or line item:

  • Category: The high-level grouping of similar charges. This is especially valuable for reporting purposes. A common example is “tuition”. Categories allow you to group all of the various tuition charges your school has together and be able to report on them.

  • Description: The unique label that identifies the charge. An example of the description would be Toddler full time or Infant 3 days.

  • Amount: The dollar amount that will be charged.

  • Dates of Service (Optional): This is a date range relative to the send date - it can be for the interval previous, during, or following the send date. For example, if a monthly recurring charge is sent on the 28th, it could be for the previous month, the current month, or the following month.

  • Notes (Optional): Administrators can add a note to the recurring charge when it’s added to a billing plan that will be included on the statement.

  • Interval: The frequency with which the recurring charge will be automatically added to a statement. Just like statements, the choices are monthly or weekly.

Table of Contents

Add a Recurring Charge

Recurring charges can be added to a student’s billing plan when setting up the initial statement schedule. These can also be added at any time for a student who already has a statement schedule assigned. 

Recurring charges added to an existing billing plan will automatically be added to the Pending Charges section of the student's billing account. 

To add a recurring charge:

  1. Navigate to the student's Billing Account page

  2. Choose Manage billing plan from the Select an action dropdown

  3. At the bottom of the Recurring Charges section, click Select an existing charge from the drop-down or Create a new charge

  4. (If creating a new charge) Verify or complete the charge fields

  5. Click Save

Please Note: You will want to verify that charges added to your recurring charge window have also been added to the pending charge window on the student account.

Edit a Recurring Charge

A recurring charge that has been added to a student’s Pending Charges can be edited any time prior to the post date. This can be done on a student-by-student basis by editing the charge in the Pending Charges window.

  1. Navigate to the student’s Billing Account page

  2. Locate the Pending Charges window

  3. Click the pencil icon on the charge line item

  4. Make the desired changes

  5. Click Update pending charge at the bottom of the page

Updating a pending charge will only update the charge for that upcoming statement period and will not update the recurring charge associated with the students billing plan. You will need to edit the student's billing plan if you would like to see these changes reflected in future billing periods, here's how:

  1. Navigate to the student’s Billing Account page

  2. Choose Manage billing plan from the Select an action drop-down

  3. Navigate to the Recurring Charges section

  4. Click the pencil icon on the charge line item

  5. Make the desired changes

  6. Click Save

Please note that updating a recurring charge will only update the charge for future statement periods and will not impact any charges in the Pending charge window on the student account.

Remove a Recurring Charge

There are cases where you may need to completely stop recurring charges from being added to a student's future statements. This may be due to a change in scheduling/attendance or maybe the student is no longer using diapers. To stop recurring charges:

  1. Navigate to the student’s Billing Account page

  2. Choose Manage billing plan from the Select an action drop-down

  3. Navigate to the Recurring Charges section

  4. Click the Trash icon on the charge line item

  5. Confirm and click Yes, delete recurring charge

Please Note

  1. Editing or deleting Recurring Charges on a student's billing plan will not update charges listed in the Pending Charges window on the student account

  2. Updating a Pending charge will not update the student's recurring charge moving forward and will only apply the change to that upcoming charge for the upcoming statement period.

  3. If the changes made to a recurring charge should apply right away (in the upcoming statement period), please update both the Pending and Recurring charges to have changes reflect instantly and moving forward.

Did this answer your question?