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Monthly tuition and reviewing invoices before they go out

Written By Joshua Barnett

Last updated 8 days ago

This article helps you bill monthly tuition automatically and review each month's invoices before families are charged.

Plan: Grow and Thrive (and the free trial).

Before you start

  • Stripe is connected. Monthly invoices are only made for programs with Stripe connected.
  • At least one class uses Monthly under Fee Structure, with an Amount per month.
  • Only the owner sets the billing schedule. Co-directors can review, edit and approve the invoices.

Set your billing schedule

  1. Go to Settings → Billing schedule (it opens the Billing Schedule section of How families pay).
  2. Under Families are billed on the, enter a day from 1 to 28.
  3. Under Send me invoices to review, choose how many days before the billing day (1 to 30).
  4. Under Charge families at, choose a time from 6:00 AM to 10:00 AM in your program's time zone.
  5. Read the summary line, then click Save Payment Settings →.

Review the month's invoices

  1. When the review window opens, go to Finances → Invoices and click To review.
  2. Drafts are grouped by billing month. Click Edit on any invoice to fix it.
  3. Click Approve all for that month, then confirm.

What happens next

Families can see the drafts in their portal, marked as waiting for review. Any draft you don't approve is approved automatically by the first daily run after the billing day and time you chose. If drafts are still waiting, you get an email about a day before.

Charges run once a day, early in the morning, so in most US time zones autopay families are charged early the morning after your billing day. Approving early never charges sooner. Other families are asked to pay from their portal.

Families pay exactly the invoice total. Bank payments take 3 to 5 business days to clear; card payments clear right away. See Fees and payment timing for fees and payouts.

Common problems

  • The billing fields are grayed out? Scheduled billing and autopay need the Grow plan. Click Upgrade to Grow.
  • It says Nothing to review.? Drafts show up only during the review window before your billing day.
  • No drafts at all? Check that Stripe is connected and that your classes use Monthly fees.
  • You collect offline? LearningSense never charges anyone automatically. Record payments yourself.
  • Autopay for your families
  • Add classes: grades, sizes, days, times, fees and rooms
  • Discounts and credits

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