If this content does not match what you see in your account, you may be using our older Subsidy experience; learn more here. This new experience will be coming to your account soon!

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.

Table of Contents


Log a Payment

💡 It's important to note that payments can only be logged for posted invoices assigned to the subsidy agency. If an invoice associated with an agency billing plan has not yet been posted, you will not see the agency in the Paid By dropdown. You can assign charges/ bill plans by splitting charges across payers

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. Scroll down to the Open 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

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 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


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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