Charge Items are anything you plan to charge money for, such as tuition, a deposit, book fees, t-shirts, or a late fee. They're most often added as line items on an enrollment, but you can also use them internally to build an Invoice or a series of charges on a specific date.
Creating a Charge Item only sets up the label and settings; pricing is added separately on a Program or Class. Once you start collecting payments, you can pull a report showing which transactions are tied to each Charge Item, along with the related class and program.
A Discount Item is a label, such as a sibling discount or military discount, that you'll select when setting up Coupon Codes or Automatic Discounts. These labels are also used in Discount reports.
The sections below walk through creating and editing both Charge Items and Discount Items in Enrollsy.
Create a Charge Item
To create a Charge Item:
Go to My Company > Items.
Click the blue plus icon next to Charge Items.
Name the item, select the checkboxes for the item types that apply, then click Save.
Charge Item Settings Explained
This section covers each setting available when creating or editing a Charge Item.
Type
Standard fee – charged from the Enroll Form.
Card processing fee or tax – automatically charged on every electronic payment, such as a convenience fee or sales tax (for example, a 2% convenience fee on credit card payments or 6.85% sales tax on every payment). Note: This is not charged when purchasing a Gift Card.
Required
Required at enrollment or in a payment plan – must be paid at enrollment; Account Holders can't opt out of this fee.
Optional at enrollment or in a payment plan – not required at enrollment.
Quantity
Selecting When purchasing this item, quantity can be specified lets you set a price per unit. At checkout, Enrollees can choose the quantity they want, and the total due is calculated automatically.
Payment Plans
Enabled for Payment Plans – the item can be included in a Payment Plan, which lets Enrollees pay their total amount due over time.
Due at enrollment – the item is due at the time of enrollment.
How often?
Charged every enrollment – charged for every enrollment that includes this Charge Item.
Charged once per Enrollee – charged only once to the Enrollee, regardless of how many enrollments occur within the same Enrollment Period.
Charged once per Account – charged only once to the Primary Account Holder, regardless of how many enrollments occur within the same Enrollment Period.
Notes on "Due at Enrollment" & "Enabled for Payment Plan" Options
When changing a Charge Item from Charge once per Account to Charge per Enrollment, test the enrollment process thoroughly. Confirm fee calculations during enrollment and make sure all charges apply correctly across both Pay-in-Full and Payment Plan options, to avoid unintended billing discrepancies.
If a Charge Item isn't for Payment Plans or due at enrollment, or you're unsure which setting to use, leave it set to Enabled for Payment Plans.
Warning: Before changing settings on an existing Charge Item, consider its impact on other programs or classes using that same Charge Item. Always review, test, and confirm changes to avoid unintended billing issues.
Prepayment
Use this setting when you need to collect a prepayment before enrollment. You'll choose an associated Charge Item that the prepayment will later be credited toward.
NOTE: There's a lot to consider with these settings, so if you're unsure how to set up a new fee, contact Enrollsy support and we'll help point you in the right direction.
Edit a Charge Item
Before editing, it helps to understand what happens when you change or delete a Charge Item:
Editing changes the Charge Item everywhere: Renaming a Charge Item on the Items page updates it wherever that Charge Item appears in Enrollsy.
Editing settings affects future enrollments only: Changing a Charge Item's settings (for example, making it required) applies only to enrollments made after the change.
If you use QuickBooks, add a mapping for any new Charge Item. See How to Setup and Sync QuickBooks for steps.
Editing isn't retroactive: Changing a Charge Item on a Class or Program applies going forward only. If the wrong Charge Item was used in the past, it will still show in the transaction history of anyone who enrolled before the correction.
Deleting a Charge Item that was used in the past keeps its name on the historical charge, but a deleted Charge Item can't be reattached.
To fix an incorrect Charge Item label on a specific enrollment, go to the invoice on the customer's billing page, click Edit next to the charge, scroll to the Charge Items dropdown, click the x to remove the incorrect item, select the correct one, then click Save.
Edit a Charge Item's Name or Settings
Go to My Company > Items tab. Charge Items are listed on the left.
Click the pencil icon next to the Charge Item.
Update the name or select the options you want to change: Type, Required, Quantity, Payment Plans, How often?, Deposit (only one Deposit is allowed), or Prepayment.
Click Save.
Run test enrollments to confirm the change works correctly and that related fees appear accurately on both Payment Plans and Pay-in-Full options.
Edit Charge Items in Program or Class Pricing
To change which Charge Items appear in a Program's or Class's pricing, or update their amounts, the steps are almost the same for both:
Open the editor:
Program: click the pencil icon next to the Program on the Programs page. To edit multiple programs at once, select them and click the blue pencil icon at the top.
Class: go to the Classes page, click the down arrow next to the specific Class, and open the editor.
Click Pricing on the left to open the Pricing section, then adjust:
Total Program Cost (or Total Class Cost) – enter a new amount.
Payment Plans (or Schedule Payment Events) – click the pencil icon to manually edit pricing. Switch to Manually set pricing and click the plus button to add the Charge Item, including any due at enrollment.
NOTE: See Edit Payment Plans on Programs and Enrollment Periods to edit existing Payment Plans or create a new one, including plan name, due dates, and invoice settings. To edit an individual's Payment Plan, see Add or Edit a Payment Plan on an Account.
How to Set Up a Custom Fee
How to Set Up a Custom Fee
If you want a customizable fee where customers enter their own amount, such as a donation, follow these steps. Make sure visibility settings are configured correctly so the charge item appears during enrollment.
Go to My Company > Items tab.
Click the blue plus icon next to Charge Items.
Name the Charge Item.
Choose these settings:
Type: Standard fee
Required: Optional at enrollment or in a payment plan
Quantity: When purchasing this item, quantity can be specified — this lets you set a price per unit and allows the Enrollee to enter the desired quantity (in this case, the donation amount) at enrollment. The total due is calculated automatically.
Payment Plans: Enabled for Payment Plans (if adding it to one or more payment plans) or Due at enrollment (if it's only due at enrollment).
Prepayment: No
Click Save. You can now add the custom Charge Item to Program or Class pricing.
Add to Pricing
To add the new custom Charge Item to a Program or Class:
Under Pricing (on the Program or Class), add the new Charge Item under the total cost after selecting Fixed Cost.
Add an amount. We recommend $1.00 so customers can donate any amount they choose. NOTE: You cannot enter "0" in the dollar amount field, or the Charge Item won't appear on the Enroll Form.
If you're using Payment Plans and want the donation item included, change the setting to Manually set pricing for [#] payment events, then add the donation Charge Item under the Due at Enrollment section. Reset the amount to $1 (or your chosen amount) and click Apply to save.
Click Save on the Program or Class.
Test the setup by going through the Enroll Form. Click Enroll on the left menu to test as an admin (which lets you skip required fields), or use the enroll link in an incognito or private browser window to test as a customer.
If charge items aren't appearing, confirm they're linked to the correct programs or classes and that recent changes are saved and published.
Create a Discount Item
Follow these steps to create a Discount Item, a label you'll select when setting up Coupon Codes or Automatic Discounts.
Click My Company.
Click the Items tab, then click the blue plus icon next to Discount Items.
Name the discount (the name can span two lines) and click Save. You'll add specific discount amounts later, when finalizing pricing under the Programs tab.
