Billing Settings can be found under Billing > Configuration > Settings
Billing Status: Assuming you intend to utilize Manage/PLR for your invoicing/payments processing your Billing Status will be set to Enabled.
This is managed on the backend by LineLeader support@lineleader.com for questions of changes
Suspend Invoicing: Recommended to suspend during implementation/onboarding and set removed for launch of the system.
Registration Fees: Set rules for collecting registration fees during Parent Led Registration.
Expand the "Configure" button
Enable Automatic Registration Fee Assignment: Enable if you wish to collect a registration fee automatically when a parent goes through the registration/check-out process.
Automatic Registration Fee to charge: Which charge would you like the system to automatically charge at check-out? Typically this will be an Item you name "Registration Fee" set-up on the "Plans And Items" tab under Billing > Configuration > Settings (this is the tab to the far left of this current "Settings" tab).
Charge registration fee once per time period per: Select whether you would like to charge the automatic fee "per child" or "per family" (Note: it will always be applied per Time Period).
Set maximum number of registration fees to be collected per family: If you would like to set a limit on the # of fees collected per family you can.
Do not charge more than X registration fee(s) per family per time period: If you chose to enable a limit (above) designate the number here.
Remember to Save!
Time Periods: Time Periods, are periods of time that programs can run. Each time period requires a registration fee to be paid for that window of service. (Examples: Academic Year (AY): 23-24 ; Summer 2024 ; Academic Year (AY): 24-25)
Expand the "Configure" button
Add a new time period by clicking o "+Add" button
Give it a title/name and date range
Feel free to set up time periods in advance
Legal Entity: Entity Name, EIN info, Address. (Displayed on Payment Statements)
Click on "Edit" button to fill out.
Schedule: The frequency you select for your plans will follow your center's Billing Schedule. Your Billing Schedule will determine when invoices are sent to parents and when the invoices are due.
Click on "Edit" button to fill out.
Generate Invoices: In Advance or In Arrears. Do you schedule prior to child's start date or upcoming month of care or do you charge after?
Invoicing Day of Week: What day of the week does your org send out invoices?
Weekly Plan Due Date: Use Grace Period or Fixed Day of Week
Will your due date for an issued invoice have a set day of the week they are due (i.e. We issue on Wednesday and they are due Thursday) OR do you allow a given number of days to pay prior to the invoice being "late"?
If Fixed selected - then you will be prompted to select day of the week
Invoicing Day of Month: What day (numeral) of the month?
Monthly Plan Due Date: Use Grace Period or Fixed Day of Month
Bi-weekly Seed Date: Use if you have a biweekly billing schedule. Note: The 2 week cycle period is based on what date the first seed date starts on - Best practice: when due date (seed date) is a Monday.
Grace Period (in days): Set your grace period for late invoices/when invoices are due here
Allow Payments Before Due Date: Yes or No
Missed Invoice Interval:
Automatic Late Fee
Assess late fee automatically with item (check if "yes"): Which charge would you like the system to automatically when an invoice is late? Typically this will be an Item you name "Late Fee" set-up on the "Plans And Items" tab under Billing > Configuration > Settings (this is the tab to the far left of this current "Settings" tab).
Days Late to Assess Fee: How many days late before you automatically apply the late charge.
Drop In Fees: Do not charge drop in fee if child is checked in X minutes before their schedule: Select the grace minutes you will allow if a child has an early drop-off.
Remember to Save!
Discounts & Payers: In this Section you will configure your Discounts and all third- party subsidies (Payers) you accept.
Click "Manage" Discounts > Click "+Add New Discount"
Fill out:
Click "Manage" Payers > Click "+Add New Payer"
Plan and Items Settings (Programs): Programs help organize billing charges such as plans, items. punch cards, camps, electives, and more. Programs power the “tabs” parents see when they select a program to enroll in.
Click “Manage Programs”
Click “Add New Program”
Give the program a name
Set the status to “Active”
(checkbox) Determine if you will require 7 days notice?
This means - can a parent sign up and start attending right away or, once they register, must they wait 7 days/ week before their start date can begin (in order to give your operations time to admit and prepare for their attendance)
Save
Options
Clock "Edit" to configure the below settings:
Discount Calculation: Chose between:
Percent discounts calculated after subtracting all dollar discounts (default).
Percent discounts calculated against invoice total.
Manual Payment Type:
Choose which types of payments can be manually applied at this site.
Deposit Reports:
Disable or Allow - modifications to Bank Deposit Reports.
Registration Discount Types: Choose which discounts types can be allowed at check-out.
Coupon codes (if you do not select this - even though you have Coupon Codes set up in your system, parents will have no field to apply them to at check-out. This selection enables Coupon Code selection in the registration page).
Subsidy Approval Process
District Employee Approval Process
Ledger Billing Maps: Ledger Billing Maps are a key part of an accounting system integration within LineLeader. These mappings ensure the activity created in LineLeader maps to the right categories within your account system. LineLeader accounting is strictly related to Accounts Receivable items.
Click "Manage Billing Maps" to configure
Please read "Understanding Ledger Billing Maps if you plan to export accounting activity from LineLeader" to learn more!
Note: We have a report ready to go for you: The Ledger Detail Report !
Along with Billing Settings you will also need to configure and manage Billing Plans & Items.
Additional Features under Billing Settings:
Run Auto Pay Now
Run Invoices Now
Run Deferred Summary Emails Now
