When a family asks, "Why do I owe this amount?" or "I just paid, so why isn't my balance $0?", the Student balance history report gives you the answer in one place. It lists every charge, payment, credit, and adjustment on a student's account in date order and shows the balance after each one.
Instead of piecing together invoices, payments, and credits from different screens, you can understand how their balance came to be yourself before walking the family through it.
View a student's balance history
You can open the student’s balance history from a student's profile or from Reports. Both paths show the same history, but you can only take actions on invoices directly from the student profile view.
From the student profile
Log in on the web
Open the student's billing profile, then click All transactions tab > Balance history subtab
[Optional] Use the filters to narrow the list by payer type, post date range, transaction type, or payment status
Select Export to download the report as a CSV file
Within reporting
Log in on the web
Filter by the specific student, post date, and optionally the payer type, transaction type, and payment status
Click Apply
Select Export or Print
Note: Filtering the report only changes which rows you see. The balance on each row always includes every transaction, so the numbers stay accurate.
How to read a student’s balance history
The Student balance history report works like a running tally. Each row is one event on the student's account, and the rows are listed in date order. Every row shows:
Date for when the event happened
Transaction for what happened, such as a charge, payment, credit, or adjustment, and how much it changed the balance
Balance for what the student owes right after that event
These rows allow you to understand the exact sequence of transactions that led to the balance on any given date.
Example: Imagine a student is charged $80 on February 1. The balance goes up by $80. The family pays part of the balance on February 3, so the balance goes down a little. A credit is then applied on February 10 and the balance reaches $0.
These changes will appear on the report as three different lines to show you the exact order of transactions that led to the balance.
Common ways to use the report
Help families understand. Use the report to learn which charges, payments, and credits led to the current balance so you can help families understand what’s due.
Find a balance on a specific date. Look for the last row on or before that date. The balance on that row is the balance for that day.
Understand a failed payment. The history shows the original payment and a separate reversal when it failed. This shows a family when their balance changed and why, which helps when they say they paid but still owe money.
Note: Private and agency balances are tracked separately and are never combined. You can switch between them at any time by filtering for the Payer type at the top of the report, but each balance stays independent.
FAQs
Who can see the Student balance history?
Only providers can see the Student balance history report right now. Families can't view it.
Can I see the Student balance history for my whole organization?
Not yet. The Student balance history report is available for an individual student at the school or site level.
Can I download the report as a PDF to share with a family?
PDF download isn't available yet but PDF download is coming soon.