Accurate billing is a cornerstone of childcare management. Before generating invoices for parents, it is crucial to configure Charges, Taxes, and Discounts within the system. This guide provides a step-by-step walkthrough for setting up each element and creating a structured Tuition Plan to streamline your billing processes.
Charges are specific fees for services or items, such as tuition, admission fees, transportation, meals, or extracurricular activities.
Step 1: Navigate to Charges
Go to Tuition & Billing.
Click Tuition Plan
Select Charges and click Add Charges.
Step 2: Enter Charge Details
Fill in the required information:
Name – Enter the name of the charge, such as Admission Fee.
Description – Add details about the charge. This information will appear on the invoice.
Unit Price – Enter the amount of the charge. The price can be edited when generating an invoice.
Category – Select the appropriate charge type:
One-Time – A fee that is charged only once.
Recurring – A fee that is charged periodically, such as monthly tuition.
Item Code – Assign a unique code to the charge for easy tracking and application. This helps admins and finance teams quickly identify and apply the correct charge when creating invoices.
Refundable Status – Check this box if the fee is refundable. Any fee collected through a Refundable Fee component will appear as a deposit made against the student.
Step 3: Save the Charge
Click OK to save the charge.
You can repeat these steps to add charges for transportation, food, extracurricular activities, or other fees.
💡 Tip
Setting up charges in advance speeds up the invoicing process and helps ensure that the correct fees are consistently applied.
🎥 For a more detailed walkthrough, please refer to the video below:
__________________________________________________________________
How to Add Tax Components
Tax components allow you to apply the appropriate taxes to fee components based on your region's requirements.
Step 1: Navigate to Tax Rates
Go to Tuition & Billing
Select Tuition Plan.
Click Tax Rate.
Select Add Tax Rate.
Step 2: Enter Tax Details
Fill in the required information:
Tax Name – Enter the name of the tax, such as VAT.
Tax Rate – Enter the applicable tax percentage.
Item Code – Assign a unique identifier to the tax for easy tracking and application.
Step 3: Save the Tax Rate
Click OK to save the tax rate.
You can view and manage all your configured tax rates from the Tax Rate main screen.
💡 Tip
Setting up tax rates in advance makes it easier to apply the correct tax when creating fee plans and invoices.
🎥 For a more detailed walkthrough, please refer to the video below:
_____________________________________________________________________________________
How to Configure Discount Codes
Discount codes allow you to offer special pricing or promotions, such as sibling discounts, enrollment promotions, or other fee reductions.
Step 1: Navigate to Discounts
Go to Tuition & Billing.
Select Tuition Plan.
Click Discount.
Select Add Discount.
Step 2: Enter Discount Details
Fill in the required information:
Discount Name – Enter a name for the discount, such as Sibling Discount.
Type – Choose whether the discount is a Percentage or Fixed Amount.
Amount/Percentage – Enter the discount value.
Item Code – Assign a unique identifier to the discount for easy tracking.
Step 3: Set the Discount Type
Choose how the discount should be applied:
Standard – The discount is automatically applied to all applicable invoices.
Conditional – The discount is applied based on specific conditions.
For Conditional discounts, you can set:
Usage Limit – Set the maximum number of times the discount can be used.
Example: If the usage limit is set to 10, the discount can only be applied to the first 10 eligible invoices. Once the limit is reached, the discount will no longer be valid.Expiration Date – Set a date when the discount will expire.
Example: If the discount is valid until October 31, 2025, it can be applied to eligible invoices generated up to that date. After October 31, it will no longer be valid.
Step 4: Save the Discount
Click OK to save the discount.
Manage Your Discounts
The Discount screen also allows you to:
Filter discounts
Edit existing discounts
Delete discounts
💡 Tip: Use clear and descriptive discount names and unique item codes to make it easier for your admin or finance team to identify and manage discounts.
🎥 For a more detailed walkthrough, please refer to the video below: