Once a customer has enrolled in a Subsidy Program, you will need to manually add the subsidy pricing to their account. This must be done for each individual Customer Account that receives subsidy pricing.
Before You Begin
Make sure the following are in place before starting:
A Subsidy Program exists. If you haven't created one yet, set up your Subsidy Program first.
The customer is already enrolled in the Subsidy Program.
You know which fee type applies — a fixed amount each period (Preset Charge Items) or a per-day rate (Daily Rate). If you're unsure, see How to Create & Edit Charge Items & Discount Items.
Plan to repeat this for every account. Subsidy pricing must be added manually to each individual Customer Account — it does not apply automatically.
Navigate to the customer's Billing page and follow the steps below.
Step 1 - Open the Payment Plan
On the customer's Billing page, locate the subsidy Enrollment. Under the Payment Plan section, click Edit.
Step 2 - Choose a Fee Type
Select the type of fee to apply to this subsidy. You have two options:
Preset Charge Items — Every invoice generated will charge the same items and amounts each payment period. Use this when the subsidy amount is fixed.
Daily Rate — Invoices are calculated by multiplying the Daily Rate by the number of class days (or other calendar days) in the billing period (weekly, monthly, etc.). Use this when the amount varies based on attendance days.
If you chose Preset Charge Items, continue to Step 3.
If you chose Daily Rate, skip to Step 4.
Step 3 - Enter Fee Details
Complete this step based on the fee type you selected in Step 2.
If you selected Preset Charge Items:
If you selected Preset Charge Items, every invoice for this account will have the same Charge Item and amounts each payment period. You can change, customize, or remove the Payment Plan at any time. Learn how to edit individual Payment Plans.
Enter the following for this account:
Subsidy Charge Item — Select the Charge Item you've designated for subsidies.
Amount — Enter the fixed dollar amount for this account.
Click Save. You're done for this account!
⚠️ Reminder: You must complete this step for every individual account that receives subsidy pricing.
If you selected Daily Rate:
If you selected Daily Rate, invoices are calculated by multiplying the Daily Rate by the number of class days (or calendar days) in the billing period.
Enter the following:
Subsidy Charge Item — Enter the Charge Item you've set up for subsidies.
Daily Rate Amount — Enter the dollar amount charged per day the Program or Class runs.
When finished, continue to Step 5 to add optional additional rates, or skip to Step 6 to confirm and submit.
Step 4 - Add Additional Daily Rates and Override Calendars (Optional)
You can optionally add multiple daily rates to handle different pricing scenarios — for example, a standard full-day rate and a lower half-day rate.
Click "+ Add daily rate input" to add another rate tier. You can assign each rate to specific days using an Override Calendar.
Priority rule: The lowest rate on the list has the highest priority. The default rate has the lowest priority.
To add specific dates for an override rate:
Click "+ Override Calendar" to attach a Holiday Calendar to a rate. This lets you reuse a saved calendar across multiple enrollees. See this article for how to create a Holiday Calendar.
How Holiday Calendar overrides work:
If certain days cost more (or less) than standard days, use the Override Calendar to define those dates. The Daily Rate tied to that calendar will only apply on those specific days.
To exclude a day from billing entirely, make sure you do both of the following:
Do not include the day in the Program or Class schedule.
Do not create a Daily Rate with a Holiday Calendar that includes that day.
Step 5 - Confirm the Daily Rate Calculation
Click Submit. A confirmation dialog will appear asking you to choose a billing strategy for how the Daily Rate should be calculated:
Future Billing Strategy — Calculates amounts for upcoming payment periods based on future dates. For example, if billing is weekly and charges on the 8th, the service dates covered are the 9th through the 15th.
Arrears Billing Strategy — Calculates amounts for upcoming payment periods based on past dates, after the customer attends. For example, if billing is weekly and charges on the 8th, the service dates covered are the 1st through the 7th.
Select your billing strategy, then click Yes to confirm.
⚠️ Note: This calculation does not take attendance into account.
That's it! Remember — you must repeat this process for every Customer Account that needs subsidy pricing.
Invoices Due Today or in the Past
When using a Daily Rate inside a custom Payment Plan, Enrollsy will not automatically generate invoices for today's date or any past dates.
If you need to bill for a past or current date, you have two options:
Manually add a current invoice — Add a current Invoice directly to the enrollee's account.
Edit the Payment Plan — Click Edit on the Payment Plan and add a Daily Rate for future billing only. See How to Add or Edit Payment Plans on Accounts for instructions on editing individual Payment Plans.