Editing Invoicing Frequency
Auto-Billing is found within your Payment Plans in the "Invoicing" section. Payment Plans are tied to date/time, so they are created inside an Enrollment Period.
You can find your Payment Plans in two ways:
Enrollment Period settings
On either the Classes page or the Programs page, open up the Enrollment Periods on the left side by selecting the down arrow. Click the cog icon to open up the settings. Select the money/clipboard icon to open up the Payment Plan settings.
After clicking the cog icon, select the clipboard/money icon to manage the Payment Plans in that Enrollment Period.
Program settings
Open the editor of one (or more) Programs:
Select the "Pricing" section, then scroll down to "Payment Plans." Here you will see any attached Payment Plans. If there are no Payment Plans, you'll only see the "Add/Remove Payment Plans" button under Pay-in-Full.
Click the "Add/Remove Payment Plans" button to open up your Payment Plans:
Once you click on one of the above options, you will see your Payment Plans listed that are under that particular Enrollment Period.
For each Payment Plan you need to edit the Invoicing for, follow these steps.
Step 1 - Open Settings
Click on the cog icon to open up the Payment Events settings. Scroll down to "Invoicing."
Step 2 - Edit Settings
Change the "Don't send" to "Send." This will send an Invoice requiring payment if Auto-pay is turned off, or an Auto-Pay reminder if Auto-pay is turned on.
Choose how you want Invoices sent (by text, email, or by Account Holder's contact preference) and who will receive the notifications (Primary and/or Secondary Account Holder).
Next, pick how many days before each payment event they will be notified (same day up to 7 days in advance).
Step 3- Submit
Click Submit to add the Payment Plan. You can edit or delete any of these Payment Plans anytime.
Add Dates for Service (optional)
Admin users can generate a comment on each Invoice that goes out to Customers with the exact dates the Invoice is paying. NOTE: Currently, there is no way to add dates of service to invoices due at enrollment (you can ONLY add them to Payment Plans).
This feature is available on each Payment Plan you create. If you need to create a Payment Plan, please look at this article first, then follow these steps:
Step 1- Open an Existing Payment Plan
To open an existing Payment Plan, on either the Classes page or the Programs page, open up the Enrollment Periods on the left side by selecting the down arrow. Click the cog icon to open up the settings. Select the money/clipboard icon to open up the Payment Plan settings.
Click the cog icon beside the Payment Plan name to open the editor.
Step 2 - Add the Comment using a Template
Scroll down to the Invoicing section and choose "generate" to start the process of adding a public comment to the Invoice. Next, choose a template from one of the following options:
Pay in Advance - Current Month
Pay in Advance - Following Month
Pay in Advance - Current Week (Mon - Fri)
Pay in Advance - Following Week (Mon - Fri)
After choosing an existing template, enter a date (usually your first payment event date) to see how the Invoice will look.
Step 3 - Create your Own Comment
If none of the provided templates work for your setup, you can choose the option "None of these; I want to create my own below." A "SmartDate" widget will open where you can insert a date, week, month, or year and customize that payment date/day. You can also just add text here.
The prompts will tell you what to change in the formula. For example, let's say you choose the option "Date" and "Payment date + X months," it tells you to change the "X" to a number.
The number is the number of months from the start date that the Invoice is paying.
If you don't do this, an error message will tell you to replace the "X" with the desired number. You can delete the SmartDate and try again if you need to start over.
Example
In the following example, we put "1" as the number. Using the date "07/12/2023," the next payment date generated will be "08/12/2023," which is 1 month from the beginning date.
Dates of Service in Transaction History
The "Dates of Service" comment will show up in the Customer's Transaction History like this (based on the above example):
