Create a billing plan

A billing plan is a reusable template for what you charge. "Toddler Full-Time, $1,200 per month" is one plan; "Before & After Care, $90 per week" is another. You create the plan once, then attach it to each child's enrollment.

Create the plan

1. Go to Billing & Payments → Billing. You'll land on the Billing Plans tab.
2. Click Create Plan.
3. Fill in the Create Billing Plan form:
   • Plan Name (required), like Full Day Pre-K
   • Description (optional)
   • Plan Type (required): Fixed amount bills the same every period. Hourly, by attendance bills check-in to check-out time instead — either per hour or as a flat rate per attended day (drop-in) — see Bill by the hour from attendance.
   • Amount (USD) (required)
   • Billing Interval (required): Weekly, Bi-weekly, Monthly, or One-time (see below)
   • Room (optional): tie the plan to one room
   • Program (optional): tie the plan to one program
4. Click Create Plan.

The rest of this article covers Fixed amount plans, which is what most tuition is.

Screenshot pendingThe Create Billing Plan form with plan name, description, amount, billing interval, room, and program fields

The plan appears as a card on the Billing Plans tab, showing its rate and how many children are enrolled on it.

One-time plans: a year or semester paid up front

Some families pay once for the whole year or term rather than weekly or monthly. Others owe a single registration fee or deposit. Set the Billing Interval to One-time for those.

A one-time plan behaves differently from the other three on purpose:

• It is never auto-generated. Automatic invoicing only runs the weekly, bi-weekly and monthly cycles, so a one-time plan is left out of it entirely. That is the point: attaching one records what the family owes and keeps them out of recurring billing, so they can't be accidentally invoiced every week on top of what they already paid.
• You raise the invoice when you're ready. Go to Invoices → Create Invoice, pick the family, and the amount is filled in from their plan. Set the period to whatever the payment covers (a school year, a term) and send it.
• It won't appear in Upcoming invoices, because nothing is scheduled to generate.

One-time plans are always Fixed amount — billing by the hour needs a period of attendance to measure, so the combination isn't offered.

Attach a plan to a child

A plan doesn't charge anyone until it's attached to a child's enrollment. You do that from the child's profile:

1. Open the child's profile from Families & Children, a family card, or their row on a room card.
2. On the Details tab, click the Billing plan row in the Enrollment section.
3. Pick the plan.

A child who isn't in a room yet needs an enrollment first: use Enroll in a room in the same section, or Enroll child on a room card, which also asks for the plan up front.

See Move a child from one room to another for more on how enrollment works.

Edit a plan

Open a plan from the Billing Plans tab to change its name, description, or amount. Changes apply to future invoices; invoices already generated keep their original amounts.

Discounts and subsidies

Sibling discounts, scholarships, and subsidy accounts aren't part of a plan. They're set up on the Discounts and Subsidies tabs of the Billing page and are applied when invoices are generated. See Subsidies and discounts.

Troubleshooting

The plan isn't offered when I enroll a child. Plans tied to a specific room or program only suggest for children in that room or program. Leave Room and Program blank for a plan you want to use anywhere.

I need to change how often a plan bills. Open the plan from the Billing Plans tab and change its Billing Interval. It applies from the next generation; invoices already created keep their periods. To move just one family to a different cadence, give their child a different plan instead: see Switch a family to bi-weekly billing.

I need to charge for the hours a child actually attended. That's a different plan type — see Bill by the hour from attendance.