A Tuition Plan helps automate your billing process. Instead of creating invoices manually each time, you can create a tuition plan once and have the system automatically generate invoices for students based on the schedule you set.
This guide will walk you through how to:
Create a Tuition Plan
Add Charges
Assign Students
Link the Tuition Plan to a Program
Manage the Tuition Plan
Before You Begin
Before creating a Tuition Plan, make sure the following are already set up:
Charges – Such as tuition fees, registration fees, transportation, or other applicable fees
Discounts – If you offer any discounts
Taxes – If applicable to your billing setup
Programs – The programs you will assign the tuition plan to
Once these items are ready, you can proceed with creating your Tuition Plan.
Step 1: Create a Tuition Plan
Navigate to Tuition Plan
From the left panel: Programs→ Tuition Plan → Add Tuition Plan
Click Add Plan and choose Create Tuition Plan or Use Template.
Basic Details for Creating a Tuition Plan
When creating a Tuition Plan, you'll need to enter the basic plan and billing information. These settings determine how and when invoices are generated.
1. Tuition Plan Name
Enter a name that clearly identifies the tuition plan.
Examples:
Full Day Program
After School Care
Part-Time Program
2. Select Label
Choose a Label if your center uses labels to organize or categorize tuition plans.
3. Invoice Frequency
Select how often invoices should be generated:
Weekly
Bi-weekly
Semi-monthly
Monthly
Quarterly
Half-yearly
Yearly
Custom Terms
The selected frequency determines how often invoices will be automatically generated.
Example: If you select Monthly, the system will generate one invoice each month in accordance with your billing schedule.
4. Set Up First Invoice Details
Configure the details for the first invoice:
Billing For – Select the month or billing period that the first invoice will cover.
First Invoice Generation Date – Select the date when the first invoice should be generated.
Invoice Due Date – Select the date by which the invoice payment is due.
These settings will be used to automatically generate future invoices in accordance with the tuition plan schedule.
Preview Upcoming Invoices
Click Upcoming Invoice Details to preview how future invoices will be generated based on the settings you’ve entered.
💡 Tip: Review the upcoming invoice details before saving the plan to make sure the billing frequency, generation dates, and due dates are correct.
Additional Options
You can enable additional settings to customize how invoices are generated and handled.
Select the options that apply to your billing process:
Generate First Invoice on Joining Date – Generates the first invoice based on the student’s joining date if they join after the scheduled invoice generation date.
Prorate First Invoice Based on Enrollment Days – Adjusts the first invoice amount based on the number of days the student is enrolled.
Prorate Last Invoice Based on Enrollment Days – Adjusts the final invoice amount based on the student’s enrollment period.
Always Settle Invoice with Available Credit – Automatically uses any available credit balance to settle the invoice.
Send Invoice via Email to Parent – Automatically sends the generated invoice to the parent.
💡 Tip: Review these options carefully and enable only those that match your center’s billing policies.
Notes Section
You can add notes to provide additional information related to the tuition plan or invoices.
School Notes – Internal notes that are visible to your team but not visible to parents.
Parent Notes – Notes that will appear directly on the invoice and can be viewed by parents.
💡 Tip: Use School Notes for internal billing instructions and Parent Notes for information or reminders you want parents to see on their invoices.
Step 2: Add Charges
You will now be taken to the Add Charge screen.
Click Add component and select the fee components you want to include, such as:
Tuition fee
Registration fee
Transport fee
You can:
Adjust the amount
Apply discounts
Apply taxes
The right panel will show:
Subtotal
Discount
Total without tax
Final total
Once all components are added, click Save. Your Tuition Plan is now created.
How to Link a Tuition Plan to a Program
After creating the Tuition Plan, link it to a program so students in that program are billed correctly.
Steps:
Go to Program from the left panel
Select the program you want to link
Open the program
Click on the Tuition Plan section
Under Assigned Tuition Plan, select the Tuition Plan
Click Save
The Tuition Plan is now linked to the program.
Important Notes
One program can have multiple tuition plans
One tuition plan can be linked to only one program
How to Generate Invoices Using a Tuition Plan
There are two ways to generate invoices.
Method 1: Manual Invoice Generation
Go to: Tuition & Billing → Invoices
Select students and generate invoices manually.
Method 2: Automatic Invoice Generation (Recommended)
Assign students to the Tuition Plan.
Steps:
Go to Tuition Plan
Select the plan
Click Assign Students
Add:
Student name
Start date
End date
Discount (if applicable)
Click Save. Invoices will now generate automatically based on the plan schedule.
For more detailed information please go through this video:
Managing a Tuition Plan
You can easily pause, resume, clone, delete, or remove students from a Tuition Plan.
To manage a tuition plan:
Go to Programs, choose Program→ Tuition Plan
Locate the tuition plan you want to manage
Click the three dots on the right side of the plan
You will see the following options:
If you need to make changes to an existing plan (such as frequency, dates, or components):
Click the three dots next to the plan
Select Edit Plan
Make the required changes
Save the plan
This will update the plan going forward.
Pause or Resume a Tuition Plan
Pausing a plan stops invoice generation for all students assigned to it.
To Pause:
Go to Tuition Plan.
Find the plan.
Click the three dots (⋮).
Select Pause Plan.Select Pause Plan
To Resume:
Find the paused plan.
Click the three dots (⋮).
Select Activate Plan.
Once activated, invoices will resume according to the plan’s schedule.
Pause a Plan for One Student
You can pause billing for an individual student without affecting other students.
Open Programs.
Select the student you want to update.
Click the three dots (⋮) next to the student’s name.
Select Pause.
You can activate the student again whenever needed.
Clone a Tuition Plan
Use Clone Plan to create a copy of an existing plan. This is helpful when creating a similar plan with only a few changes.
Go to Tuition Plan.
Click the three dots (⋮) next to the plan.
Select Clone Plan.
Update the plan details as needed.
Save the new plan.
Delete a Tuition Plan
If you no longer need a plan:
Go to Tuition Plan.
Click the three dots (⋮) next to the plan.
Select Delete Plan.
Confirm the deletion.
⚠️ Note: Deleting a plan permanently removes it from the system.
Remove a Student from a Plan
To stop billing a specific student under a tuition plan:
Open the Tuition Plan.
Click Assigned Students.
Find the student.
Click the three dots (⋮) next to their name.
Select Remove.
The student will no longer have invoices generated under that plan.
Quick Tip
Use Pause when you may need to resume the plan later. Use Remove when the student should no longer be part of the plan.
Summary
Creating and linking Tuition Plans helps you:
Automate invoice generation
Reduce manual work
Ensure accurate billing
Manage student payments easily
Once set up, invoices will be generated automatically according to the schedule you configured.