An employer is paying a family's tuition. How do I bill them?

Treat the employer like any other outside payer. It takes two steps under Invoices & Finances → Billing → Subsidies & payers.

1. Add the employer as an agency. Click Add Agency, enter the company name and the payroll or benefits contact's email, and tick Email statements automatically.
2. Add an award for the child. Click Add Award, pick the family and child, choose the employer as the agency, set How much they pay to the child's full tuition, and put the employee's ID in Reference / Employee ID so it shows on their statements.

From the next invoice on, whether auto-invoicing generates it or you create it by hand:

• The family's invoice for that child comes to $0. If that child is the only one in the family and there are no extra fees (late pickup, for example), the whole invoice is $0 and sending it simply marks it paid.
• The employer is emailed a statement when that invoice is first sent: the period, the child's name, the reference, and the amount, plus their overall balance if they owe more than this one invoice. Re-sending the same invoice doesn't email them again. No link into NestliCare, no family invoice, nothing else about the child.
• To resend it (the employer asks for an updated invoice or their balance), open any of that child's invoices and click Send statement to [employer], or click Send Statement on the employer under Subsidies & payers. Either way they get one email listing every invoice they still owe, with invoice numbers and the total.
• In your invoice list those $0 invoices show Paid for the family, with a blue [employer] owes $… tag until the employer pays.
• When their check or transfer arrives, click Record Payment on the employer and allocate it to the open claims.

The employer never gets a NestliCare account and never sees the family's feed, photos, messages, or documents. Statements are the only thing they receive, and they only go to the email you entered. If they reply to a statement, for example to ask how to pay, the reply comes to you, not to NestliCare.

If you had already created an invoice for that child before setting the employer up, it billed the family. Void it and create it again (a super admin does this), and the employer's share and statement will be there.

If the employer covers part of the tuition rather than all of it, set How much they pay to a fixed monthly amount instead; the family is invoiced for the rest. Fees such as late pickup always stay with the family either way.

Full details: Subsidies and discounts.