Some Enrollees have their enrollment fees covered by an employer or third-party company. Since companies cannot pay directly through the Customer portal without account access, this article walks you through the recommended workflow for generating invoices and collecting payment from a company.
Step 1: Enroll the Enrollee Using a 100% Off Coupon Code
To allow a Enrollee to complete enrollment without requiring immediate payment, you can create a coupon code that covers the full cost of their enrollment.
Create a coupon code set to 100% off.
When configuring the coupon, choose whether it applies to:
All charge items — the discount will be applied to every billable item in the enrollment.
Specific charge items — you can limit the discount to particular fees or line items only.
Provide the coupon code to the Enrollee so they can complete enrollment without an upfront payment.
This allows the enrollment to be finalized while the invoice is sent separately to the paying company.
Step 2: Generate and Send the Invoice
Once the Enrollee is enrolled, you can produce an invoice to send to the company.
Printing an Invoice
Printed invoices include the following details:
Location
Enrollment period
Class names
This format is generally recommended when the company needs a detailed breakdown of what the Enrollee is enrolled in.
Exporting an Invoice
Exported invoices will include Program names, but may not include individual Class names. If Class-level detail is important, consider using the printed invoice format or adding Class names as a public comment (see below).
Adding Public Comments
You can add a public comment to the invoice to include any additional details you'd like the company to see — such as specific Class names not captured in the export, special instructions, or reference numbers. This is a useful workaround if you're working with an exported invoice format that omits Class-level information.
Step 3: Arrange Payment with the Company
Because the company does not have their own account in the system, they cannot pay directly through the Customer portal. There are two main options for facilitating payment:
Option A: Add the Company as a Secondary Account Holder
The Primary Account Holder can add the company's email address as a secondary account holder on their account. This grants the company access to log in and submit payment directly through the portal. To do this, the Account Holder should:
Log into their account.
Navigate to account settings.
Add the company's email as a secondary account holder.
Option B: Collect Payment Through Alternative Means
If adding a secondary account holder isn't practical, the company can make payment through other channels — such as check, bank transfer, or any other accepted payment method your organization supports — using the printed or exported invoice as a reference.
Summary
Step | Action |
Enroll Enrollee | Apply a 100% off coupon code to defer payment |
Generate invoice | Print (includes Class names) or export (includes Program names) |
Add detail if needed | Use public comments to list Class names on exported invoices |
Collect payment | Add company as secondary account holder, or use alternative payment |