Every Account Holder and Enrollee in Enrollsy has a Billing page. Admins access this page to manage all billing activity for that account. Here's a summary of what's on the page:
Account Holder information (name, email address, and cell number)
Account Tags
Current, paid, and future Invoices
Gift Cards & Prepayments (if applicable)
Active and future Enrollments
Auto-Pay settings and saved payment methods
Convenience fees (customizable per account)
Payment Plans
Transaction History (all charges, payments, credits, and more)
Read on for details on each section.
Account Information
The top of the Billing page displays the Account Holder's name, email address, and cell phone number (if provided). This section also includes three key action items:
Account Tags — View or add tags associated with this account.
Post Transaction — Post invoices and credits, collect payments manually, and issue refunds.
Build Invoice Summary — Generate a printable invoice summary for this account.
Invoices
Admins can view and manage all current, paid, and future Invoices from the Billing page.
View & Edit Invoices
Click Manage under any Invoice heading (Current, Paid, or Future) to open the Invoice editor.
Inside the Invoice editor, click any of the three tabs (Current, Paid, Future) to view those invoices. Click Edit on any individual invoice to modify the transactions within it.
Build Invoice Summary
Click Build Invoice Summary at the top of the Billing page to generate a customized summary you can print or share. Follow these steps:
Filter by Location and/or Enrollment Period
Choose Enrollees to include
Select the totals to display (Enrollee Totals and/or All Invoices Total)
Click Build
Here is an example of what the completed Invoice Summary looks like:
Multiple Invoices
When a single electronic payment (ACH or credit/debit card) covers more than one invoice, it will be marked accordingly — for example, "1 of 2 Invoices" — and the amount applied to each invoice is displayed.
NOTE: The multiple-invoice indicator currently applies only to electronic payments (ACH and credit/debit card). Cash and check payments are not included.
Post Transactions
The Post Transaction window is accessible two ways: via the + Post Transaction button at the top of the Billing page, or via the + button to the right of Invoices in the left menu. It contains the following functions:
Create Invoices
Post Credits
Collect Payment
Refund/Void Payment
Create Invoice
Use this to manually create an invoice for a customer. For full instructions, see How to Create an Invoice.
Collect Payment
Use this to record a payment from a customer. If a payment method is on file, you can charge a credit card or ACH account directly. For full instructions, see How to Collect Payment.
NOTE: Payments should always be applied to a specific Invoice. Any payment not linked to an invoice will appear in the Transaction History as an unmatched credit.
Post Account Credit
Use this to apply a credit to a customer's account — for example, a scholarship, discount, or adjustment. For full instructions, see How to Post Credits to an Account.
Post Refund/Void Payment
Use this to void or refund an electronic payment (ACH or credit/debit card). Two options appear depending on timing:
Void — Available only on the same day the payment was made. Learn how to void a payment.
Refund — Available starting the day after the payment was made. Learn how to refund an electronic payment.
Important Notes on Refunds:
Full and partial refunds of credit card transactions can be issued on the same day, but only after the void option has expired.
If your merchant account provider is EnrollsyPay, partial ACH (electronic check) refunds are supported.
To refund a cash or paper check payment, see How to Issue a Refund.
Bulk Transactions
Each function in Post Transactions also includes a bulk option, allowing you to apply that transaction type to multiple accounts at once. Learn more about bulk invoices and bulk credits.
Gift Cards & Prepayments
The Gift Cards & Prepayments section displays any Gift Card credits or prepayments on the account. All other credit types (scholarships, adjustments, etc.) are found in the Transaction History.
Click Gift Cards or Prepayments on the account to open the history window. Admins can view balances and add new records from here.
For instructions on adding these records, see:
Active/Future Enrollments
This section displays a card for each active or upcoming Enrollment on the account. Each card is divided into two sides:
Left Side:
Enrollee name and photo (if uploaded)
Enrollment Tags
Enrollment Period and Location
Program Options (e.g., Program name)
Class Assignments (if assigned)
Internal Billing Notes (visible to Admins only)
Right Side:
Payment Plan name (if applicable)
Future Invoice total for that Payment Plan
Option to add or edit the Payment Plan
Current and Paid Invoice tabs, each showing: Invoice amount, due date, status (unpaid, paid, etc.), and Edit button
From an Enrollment card, admins can:
Add or update the Enrollee's photo
Add or edit Enrollment Tags
View Class Assignments (the "View" link navigates to the Classes page)
Add internal billing notes
Add or edit the Payment Plan — click "Edit" under the Payment Plan to customize the plan, select a different plan, or view future payment events
View paid and current Invoices via the Paid/Current tabs
View future Invoices by clicking "Edit" under the Payment Plan and scrolling through the payment schedule
NOTE: Payment Plans on the Billing page are listed in order from oldest enrollment to newest. This is opposite of the order of enrollments listed on an Enrollee's page (enrollments there are listed in order of newest to oldest).
Auto-Pay Settings
This section shows whether the customer is enrolled in Auto-Pay, meaning their payment method is charged automatically when an invoice is due. Admins can view and update Auto-Pay status from here.
Payment Methods
If the customer has both an ACH account and a credit card on file, the payment method currently set as the Auto-Pay method is highlighted. Admins can update the saved payment method on behalf of the customer from this section.
Convenience Fees
If your organization has payment fees configured (such as a convenience fee or sales tax), those amounts appear here. This section also allows you to customize the fee amounts for this specific customer.
Important: Click Save after making any changes in this section, or your updates will not be saved.
Transaction History
The Transaction History is the complete record of all billing activity on the account, including Charges (tuition and other fees), Discounts, Credits, and Payments.
From this section, admins can:
Print a Payment Receipt — Click the three-dot menu (⋮) next to any Payment to print a receipt.
Print a Statement or Transaction Summary — Click the print icon to open options for printing a Statement or a Transaction Summary.
Export to spreadsheet — Click the export button to download the transaction data.
For a full guide on reading the Transaction History, see How to Read the Transaction History.