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
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.
Set up Billing Plans
Bill plans define the schedule and charges for expected charges from agencies (on a recurring basis), so this is our suggested recommendation for tracking subsidy payments. You can either create a separate bill plan just for the agency or create a holistic bill plan that splits charges across families and agencies.
From the student's billing profile, use the Select an action menu to choose Set up a Billing Plan.
For "What should this billing plan be called?" - input the billing name name
For "How Often should payers receive bills?" - select the frequency of expected payments from the agency
For "When do you want the first payment to be due?" - select when the first payment is expected from the agency for this student
For "When do you want the last payment to be due?" - select when the last payment is expected from the agency if this information is known or otherwise, leave blank
For "When should payers receive their invoices?" - select any option; we will not send invoices directly to the agency at this point in time.
Click Add charges
Input the charge information and amount expected from the agency for the student based on the frequency you selected in Step 3
Toggle the Assign $X to specific payers? option to YES (on)
Check the box for the agency
Click Save
Click Preview & confirm
Review the billing plan to ensure all information is accurate
When ready, click Create billing plan
Add One-time Charges
One-time charges are a helpful way to record one-off agency charges for subsidies that may not recur on a regular frequency. Creating a one-time charge will generate an invoice. You can then log payments against that invoice.
If you receive an amount lower than you expected from the agency but still expect to be paid for the charge, you can log a payment against the agency invoice, then bill the remainder to the family.
Learn more about adding one-time charges, splitting charges between payers, and editing one-time charges here.
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
Log in as an administrator on the web
Click to open the Billing page from the purple sidebar menu
Jump to the Subsidies tab
Locate and click the agency to open its profile
Scroll down the Invoices section and locate the invoice to be paid
Click the Actions drop-down menu, and select Log a payment
In the Paid By dropdown, select the agency
In the Payment method dropdown, select how the agency paid
Input the Amount paid
Input the Date paid
Add an optional note
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
Log in as an administrator on the web
Click to open the Billing page from the purple sidebar menu
Jump to the Students tab
Locate and click to open the specific student
Click the Select an action menu and then Log a payment
In the Paid By dropdown, select the agency
In the Payment method dropdown, select how the agency paid
Input the Amount paid
Input the Date paid
Add an optional note
When ready, click Save & apply
View Agency Payments
From the Student's Billing Account
Log in as an administrator on the web
Click to open the Billing page from the purple sidebar menu
Jump to the Students tab
Locate and click to open the specific student
Jump to the All transactions tab
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
Log in as an administrator on the web
Click to open the Billing page from the purple sidebar menu
Jump to the Subsidies tab
Locate and click the agency to open its profile
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
Log in as an administrator on the web
Click to open the Billing page from the purple sidebar menu
Jump to the Subsidies tab
Locate and click the agency to open its profile
Scroll down to the Invoices section
Locate the specific invoice by scrolling or using the available filters
Click the Actions drop-down menu
Select Waive balance
💡This will close the invoice with a $0 balance.Leave the Reason as 'Uncollectible' or clear out this option and start typing to create a new reason
Add any applicable Notes
Click Yes, waive
Bill Another Payer
Log in as an administrator on the web
Click to open the Billing page from the purple sidebar menu
Jump to the Subsidies tab
Locate and click the agency to open its profile
Scroll down to the Invoices section
Locate the specific invoice by scrolling or using the available filters
Click the Actions drop-down menu
Select Bill another payer
Leave the Reason as 'Uncollectible' or clear out this option and start typing to create a new reason
Add any applicable Notes
Set the new Invoice due date
Click Post new invoice
