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Log a Subsidy Payment
Log a Subsidy Payment

[For Admins + Billing Only Role] Learn how to log payments received from subsidy agencies!

Sabrina avatar
Written by Sabrina
Updated over a week ago

Once you've added a subsidy agency's contact information, added them as a payer, and set up a billing plan with charges assigned to that subsidy agency- you're ready to start logging subsidy payments as you receive them from the agency.

Subsidy payments can be logged from an individual student's billing account or the agency's profile page.

Track Subsidy Payments

There are three options to log and track subsidy payments depending on your program's needs. Billing plans are recommended if you are receiving consistent, regular subsidy payments. One-time charges are helpful if you're logging agency payments that do not occur on a consistent, regular basis. And logging subsidy payments without a billing plan or invoice is also an option if you need to record a payment quickly.

Learn how to Create Billing Plans to track subsidy payments and more.

Log a Payment

Agency payments can be logged on posted invoices associated with agency billing plans or one-time charges already added. In addition to this, logging a payment without a bill plan/invoice is an option if you want to record an agency payment quickly; you can always go back and create an invoice after the fact! Learn more by reviewing the steps below.

Log a Payment on an Invoice

  1. Log in as an administrator on the web

  2. Click to open the Billing page from the purple sidebar menu

  3. Jump to the Subsidies tab

  4. Locate and click the agency to open its profile

  5. Scroll down the Invoices section and locate the invoice to be paid

  6. Click the Actions drop-down menu, and select Log a payment

  7. In the Paid By dropdown, select the agency

  8. In the Payment method dropdown, select how the agency paid

  9. Input the Amount paid

  10. Input the Date paid

  11. Add an optional note

  12. When ready, click Save & apply

💡You can also log a payment on a posted invoice for a subsidy agency from the student's billing account!

Log a Payment without a Billing Plan/Invoice

  1. Log in as an administrator on the web

  2. Click to open the Billing page from the purple sidebar menu

  3. Jump to the Students tab

  4. Locate and click to open the specific student

  5. Click the Select an action menu and then Log a payment

  6. In the Paid By dropdown, select the agency

  7. In the Payment method dropdown, select how the agency paid

  8. Input the Amount paid

  9. Input the Date paid

  10. Add an optional note

  11. When ready, click Save & apply

View Agency Payments

From the Student's Billing Account

  1. Log in as an administrator on the web

  2. Click to open the Billing page from the purple sidebar menu

  3. Jump to the Students tab

  4. Locate and click to open the specific student

  5. Jump to the All transactions tab

  6. Use the 'Payer type' filter to select Agency payers and view all invoices with a status of 'Paid' made by an agency.

From the Agency's Profile Page

  1. Log in as an administrator on the web

  2. Click to open the Billing page from the purple sidebar menu

  3. Jump to the Subsidies tab

  4. Locate and click the agency to open its profile

  5. Scroll down and click to open the Payments tab to view all payments made by that agency across any student the agency is attached to

Handling Underpayments

Admins can choose how to resolve an unpaid or partially paid agency invoice by waiving the balance or billing the remaining balance to the private payers for the student.

Waive Balance

  1. Log in as an administrator on the web

  2. Click to open the Billing page from the purple sidebar menu

  3. Jump to the Subsidies tab

  4. Locate and click the agency to open its profile

  5. Scroll down to the Invoices section

  6. Locate the specific invoice by scrolling or using the available filters

  7. Click the Actions drop-down menu

  8. Select Waive balance
    💡This will close the invoice with a $0 balance.

  9. Leave the Reason as 'Uncollectible' or clear out this option and start typing to create a new reason

  10. Add any applicable Notes

  11. Click Yes, waive

Bill Another Payer

  1. Log in as an administrator on the web

  2. Click to open the Billing page from the purple sidebar menu

  3. Jump to the Subsidies tab

  4. Locate and click the agency to open its profile

  5. Scroll down to the Invoices section

  6. Locate the specific invoice by scrolling or using the available filters

  7. Click the Actions drop-down menu

  8. Select Bill another payer

  9. Leave the Reason as 'Uncollectible' or clear out this option and start typing to create a new reason

  10. Add any applicable Notes

  11. Set the new Invoice due date

  12. Click Post new invoice

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