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How credits work and when to issue them

[For Admins + Billing Only Role] Learn about billing credits and how they can help.

Sabrina avatar
Written by Sabrina
Updated yesterday

Credits are independent transactions that reduce a student's account balance. Unlike charge adjustments, credits stand alone and directly reduce the payer's owed amount, streamlining administrative tasks.

You can issue a credit manually and apply it to an invoice, or credits will automatically be issued when guardians pay more than the balance owed. If credits are added to a student's account, they automatically will apply to future invoices as they are posted.


When to issue a Credit

Credits are useful when you need to reduce a student's account balance, but you do not want to issue a refund. Consider issuing a credit in the following scenarios:

  • Referral bonuses for families

  • Temporary, unexpected closure

  • Scholarships reducing tuition owed

  • Applying a student’s security deposit to the final invoice

  • And more!

Note: Issuing a credit does not refund money to the payer's original payment method. You will need to take steps to issue a refund if you wish to return the money to the payer. Learn more about issuing a refund here.


How Credits are issued

Providers can manually issue a credit or when guardians pay more than the balance owed, their account balance will reflect an automatic credit.

If there is a credit on the account due to an overpayment, once a new charge assigned to the payer is posted, the charge will reduce the amount of the credit first, before requiring payment from a parent's payment method.


Where to view student Credits

View available Credits

Providers can view a students' available credits that have not been applied to an invoice.

  1. Log in on the web

  2. Select Billing in the sidebar menu

  3. Click a student to view their billing profile

  4. Under the Current activity tab, click Available credits & payments

View voided & applied Credits

Providers can view voided credits and credits that have been applied to an invoice.

  1. Log in on the web

  2. Select Billing in the sidebar menu

  3. Click a student to view their billing profile

  4. Select the All transactions tab > Credits & payments tab

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