How do I record a cash or check payment?
Open the invoice and mark it paid manually. No fee applies, the family's balance clears, and a later refund of it is recorded, not sent.
Record it on the invoice itself: open the invoice from Billing & Payments → Invoices and mark it paid manually, noting the method (cash, check, or bank transfer). The invoice flips to Paid, the family's balance clears, and no convenience fee applies because no money moved through online processing.
Worth knowing:
- Manual payments count in your financial reports alongside online ones, so your revenue picture stays complete.
- If you later refund a manually paid invoice, the button reads Record Refund: it writes the refund down but you hand the money back yourself.
- A family that will always pay offline can be marked This family pays offline from their payment-setup action, which stops online-payment reminders for them.
If a family paid cash for an invoice that auto-pay was about to charge, mark it paid promptly; paid invoices are excluded from auto-pay runs.
Related: Create and send an invoice, Issue a refund, Invite parents to the app.
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Why is there no retry button for a failed payment?
Retries go through the parent's saved payment method, so the parent retries from their invoice email, or auto-pay retries each morning, capped at 3 failures.
How do I skip one family's invoice this cycle?
Use Skip on the Upcoming view. It suppresses that one family for that one run; everyone else bills as normal and the next cycle is untouched.
An employer is paying a family's tuition. How do I bill them?
Add the employer as an agency with automatic statements, then give the child a full-tuition award. The employer gets emailed invoices only, and nothing else about the child.
Billing says it is set up but parents cannot pay
If your invoices look ready but families have no way to pay, Stripe verification is almost certainly unfinished. Here is how to see what it wants.
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