A Charge is an amount of money placed onto an Account's balance. When integrating with Quickbooks, it's important to note that a Charge is equivalent to an Invoice. Charges are red in the Transaction History and mean the Account Holder owes you money or has a negative Account Balance.
Sometimes you need to add a Charge manually for one of the following reasons (or others):
An Enrollee drops from a Program and then comes back. You want to avoid charging enrollment fees or anything else, and there is no need for them to re-enroll, but it's the middle of a tuition cycle.
A family requires a one-off billing schedule for some reason.
You have a drop-in option, and Auto-Billing is not possible. You need to charge for tuition on an as-needed basis.
As an Admin, when you post a "charge," you are recording tuition or some other fee to a Customer's Account. It's essentially creating an Invoice for a certain amount of money. What used to be called "Post a Charge" is now creating an Invoice.
You can add new current invoices in the following two places within the Admin Portal:
1. Customer Billing Page: On the Customer's Billing page, click the "Post Transaction" button at the top of the page. Then click "Create Invoices" from the menu.
2. Invoices Tab: Create an Invoice by using the plus button on the left sidebar beside Invoices. Then click "Create Invoices" from the menu.
Create/Add Invoice
The following are the steps on how to create an Invoice for one or more Accounts:
Step 1 - Search for Account(s) & Connect to Enrollment
After selecting one of the above options to create a new Invoice, a new window will open where you can search the Account(s) you want to create an Invoice.
NOTE: If you are already on a Customer's Billing page, that Customer's name will automatically populate.
The option to create an Invoice for a particular Enrollment under the Account will be the default option. You will be required to choose the Enrollment from the options listed. If the Invoice is NOT for a particular Enrollment, then choose the first option, "Create Invoice for Account."
You also have the option to add other Accounts to create an Invoice for. Click "Add Another Account" to add more than one Account. After adding all the Accounts, click Next.
Step 2 - Create Invoices
Configure the following:
Invoice Due Date
This date will be the Auto-Pay date if the Account has a payment method on file and their Auto-Pay setting is turned on. The earliest due date that can be entered is "tomorrow." However, Invoices can be paid anytime.
All created Invoices will show up under "Current Invoices," even if the due date is in the future. To create future Invoices, you will need to edit or add payment events on a Payment Plan. See this article for steps.
IMPORTANT Info on Invoice Auto-Pay
IMPORTANT Info on Invoice Auto-Pay
If the date is set in the past, Auto-Pay will NOT happen.
Auto-Pay runs twice daily for customers who have a valid payment method on file and auto-pay enabled within their Account. It will run once in the morning of the due date (5:45 am PT/8:45 am ET), and then again in the evening for failed credit card payments (8:45 pm PT/11:45 pm ET).
We regularly (one or two times a week) run autopay for all dates in the past (1-3 months). If you don’t want autopay to affect an invoice, then you will need to either turn autopay off on that customer's account or set the due date of the invoice in the future.
Invoice Number
Use the auto-generated Invoice number or enter your own Invoice number.
Step 3 - Setup Transaction
Enter the following information:
Classification (the payment/merchant account) - NOTE: In order for auto-pay to work, there can only be ONE Classification (merchant account) per Invoice. If you have more than one, please be sure there is only one on any one Invoice.
Public comment (comments here the customer can view)
Private comment (comments here are office-only comments)
Either enter the amount in the Total blank (this will enter a charge with no charge item attached to it) OR click on one or more Charge Items to choose the proper fee and enter the amount(s) beside it. Click the dropdown to choose the charge item from the list of charge items. (This list is in alphabetical order from your Charge items list on the Items page).
You can also add one Credit (optional) with a corresponding Discount Item.
NOTE: You can add multiples of the same charge item with the same or different amounts.
Step 4 - Select Email/SMS Options
Before posting the Invoice, you see these two options:
Email invoice to account holder
SMS invoice to account holder
Select one or both to send an email or SMS text message to the Primary Account Holder about the invoice.
Click here to see what information is included in these notifications and examples of each. Click "Post" to post the Invoice(s). If the post works, it will show a green checkmark. If it doesn't, a red "X" mark will show with an error message.
View the Invoice
The new invoice will now be viewable in these locations:
Current Invoices - Under "Current Invoices" at the top of the Customer Billing page. Click "Manage" beside "Current Invoices" and you can view the Invoice in the list. Click "Edit" to open up the Invoice.
Transaction History - The Transaction History on the Customer Billing page
NOTE: If you can't see the Invoice, refresh your browser page.
Export or Print the Invoice
Click "Create" to complete the Invoice. This will take you to a new window that will show the invoice. Here, you can either export or print the invoice.
