Charging Security Deposits

In LineLeader, you can invoice for, collect on, and track Security Deposits. To do this, please review the following steps:

1. First, we must add or configure our security deposit. To do so, visit Billing > Configuration > Plans and Items > Add to create an Item called “Security Deposit”. Be certain to check the box labeled “Refundable Deposit” to ensure this process works as expected.
​

Note: If your center utilizes an accounting integration (such as Quickbooks, Sage, Netsuite, Etc) please ensure you also add the ledger code mapping within the Billing>Configuration>Settings>Billing Mappings section as well.

2. Next, we will need to apply a Security Deposit charge to a child’s profile. To do so, visit a child’s billing profile and scroll down to the “Pending Charges” section.

3. Tap “Add Charge” and select the “Security Deposit” item you created in Step 1. Then, create a manual invoice for the security deposit.
​

Note: If you’d like to issue a single invoice for a tuition plan and pending items, please follow the steps in this guide and skip to Step 4.

​
4. The security deposit will now be listed in the child’s billing profile. This will show the status of the security deposit: Invoiced, Paid, and Held.
​

Note: Unlike Credit Memos, Security Deposits must be manually applied to invoices whereas Credit Memos are automatically applied to subsequent open invoices on the parent’s account.

5. When the parent makes a payment against the Security Deposit invoice, the data will automatically update:
​

6. When a security deposit has an open held amount, you can perform three actions:
​

​

Security deposits are surfaced in two places within LineLeader: the child’s billing profile in a section called Security Deposits and the parent’s profile in a section called Credit Memos.

​

Child’s Billing Profile:

Parent’s Billing Profile:

​

When an item is designated as a security deposit, Administrators will also see an Upcoming Withdraws widget on their Billing Dashboard within the “Invoicing” section. This widget shows all children with an entry in the Withdraw date profile field in the next 30 days. With this, Administrators can easily understand which children are slated to withdraw and the status of their security deposit.

The Upcoming Withdrawal widget takes Administrators to a view of children with upcoming withdrawals and a detailed view of existing and resolved security deposits. Administrators can filter this report by date of withdrawal to see children slated to withdraw in a certain timeframe. Additionally, Administrators can see all collected security deposits in a single view.

​

Note: If you’d like to review all security deposits on file, please ensure you select the “Show All Security Deposits” option.

​
​
​

1. From the child’s billing profile, scroll down to the “Security Deposits” section. Tap “Actions” next to the security deposit you would like to apply. Then, tap “Apply To”.
​

2. Select which open invoice you would like to apply the deposit to, enter the amount, and tap “Save”
​

This will automatically lower the amount owed by the parent on the invoice selected. If there is still a balance, the parent can complete payment on the balance.

​

These same steps can be completed within the Upcoming Withdrawals widget, which is highlighted below.

​

To refund a security deposit, you must refund the underlying credit memo on the parent’s account. To refund a security deposit, complete the following steps:

1. Visit a parent’s billing profile.
2. From the Credit Memo section, choose the credit memo that is attached to the security deposit and choose “Manual Refund”.
​

3. Manually refunding the security deposit from the parent’s account will remove it from LineLeader and the Administrator will be prompted to make necessary corrections in their accounting system unless you have an automatic integration with an accounting system. If you are unsure, please contact LineLeader.
​