We’ve collected some of the most frequently asked questions regarding the Billing system and compiled them here for your easy reference below!
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Q: When do payments get deposited?
A: There is a 1-3 business day turnaround time for payments processing and deposit after payments is made.
If payments are made daily for your center, it will be depositing payments from 3 days past. As an example, a payment Thursday would deposit on Tuesday and a payment made Friday would deposit on Wednesday.
Read more detail here.
Q: I want to check that I set up billing schedules correctly. I’d like a preview of what will be invoiced and when.
A: Our Upcoming Invoices Report found under Bliing > Reports in Manage is just what you need! If you see anything that indicates you may need to make an adjustment to timing or frequency (or more) you can do so in your Billing Settings.
We also have an Upcoming Billing Adjustments widget you should keep in mind for the future and keeping track of billing changes that may need to be made!
Q: How do billing schedules work? How do I troubleshoot my set-up if I want to make changes? How can I stay on top of changes that need to be made?
A: Billing / Invoicing schedules are controlled by Billing Settings.
Schedules types are different. Schedule Types are a way to derive FTEs for forecasting. For example, If a child comes 5 days a week but only for half a day the system calculates them as a .5 FTE. Schedule types can be linked to billing plans. While this is not a hard requirement, it is a best practice and helps ensure proper invoicing, especially for plans that are tied to scheduled attendance. The above link/ guide walks through how to set up schedule types (which can connect to billing plans and invoices).
To stay on top of adjustments - We have a Upcoming Billing Adjustments widget that allows you to see who may have changes coming up that require a billing schedule adjustment at one quick glance!
Q: How does auto-invoicing work? When does Auto-pay run? How can I troubleshoot Auto-pay?
A: You can review the set-up of when invoices will run in Billing Settings - Billing > Settings > Configuration > Scroll down to “Schedule”
Here you confirm what day you would like to send out your invoices and what day those invoice should be due. Autopayments will run on the invoice due date if the parent is enrolled in autopay.
How to troubleshoot Auto-pay when it seems to be "off".
Our AutoPay Enrollment report can be run for quick list of who is enrolled.
What do parents see/What do parents do to enroll?: Outlined here.
Q: Reconciliation Guidance? How can I easily see who has paid and who still owes? Payer reconciliation specifically?
A: Under Billing > Reports in Manage are pre-built reports to fit your every need. The Aging report and and Family Balance reports can be particularly helpful.
A helpful video overview of our Billing Dashboard as well as Payer reconciliation as well as our Invoice Detail report are particularly helpful for centers that accept third party payers.
Q: How to issue a refund? Or apply a modification?
A: How to issue a refund step by step guide! Note: When refunds are issued, the refunded amount is opened as a balance on the invoice since the payment was refunded. The balance will stay open until a parent makes a payment or an Administrator applies a credit or writes it off.
How to make invoice modifications - Void, credit, manual payment adjustments, reimbursements, add a discount – we've got you covered.
Q: How does the system handle proration?
A: When auto proration is enabled at a center, the system will automatically calculate the daily rate of the charge. The system will then calculate how many days the child is scheduled to attend within the period they’re being invoiced for to calculate the invoice amount.
For example, let’s say a weekly charge was configured for $100. The child is only going to attend Wednesday, Thursday, and Friday this week. The system would automatically calculate the daily rate as $20 per day and will notice the child is attending 3 days. Thus, a $60 invoice would be generated.
Q: How do my parents get documentation for FSA reimbursement
A: Parents can generate a Payment Statement to see the invoices they have paid.
Q: Credit Memo Timing
A: Credit memos apply overnight as a part of the invoicing process. If you add a credit memo, it also checks to see if there are open invoices that the credit memo should apply to right away. If there is, it'll pay those invoices. Credit memos deploy as a part of the mass invoicing process. If an invoice opens midday a credit memo won't fill it until the evening process runs. But if a credit memo is created midday it will deploy if there is an open invoice for it to pay.
Learn more about the Billing feature if you have not already begun utilizing this powerful tool!