Coming soon: Setting up recurring plan and one time invoices during the enrollment process

Setting up recurring plans and one-time invoices during the enrollment process is a simple and efficient way to enroll a new family into Wonderschool billing.

In order to view this page under enrollment process, you need to have a connected bank account. Please refer to this article for more information.  

After adding student information, parent information, schedule and documents, you will land on the invoices page as shown below.

Primary Payer

If you have added more than 1 parent during enrollment, at this point, you can select which parent would be the primary payer. This parent will receive the invoice emails and can pay for invoices on the parent portal. 

Recurring Invoice Plan

This section allows you to set up recurring plans so you don't have to create an invoice for every cycle you charge parents. 

The billing frequency options are :

Weekly: Creates and send an invoice on a weekly basis 3 days in advance of the selected due date. If parent is on automatic payment, the invoice will charge the parent automatically on the due date.

Monthly: Creates and sends an invoice every month 3 days in advance of the due date. If parent is on automatic payment, the invoice will charge the parent automatically on the due date.

Note: Bi-weekly plans are available under Finances & Payments/Recurring plans

Weekly Plan:

For weekly plan choose the service cycle. Since we recommend charging parents ahead of service, when you choose weekly plan, it will default for the "Upcoming week of service". If you would like to charge after giving the service, you can select for "Previous week of service" 

Choose which day of week the invoices are usually due under invoices due date

Enter weekly tuition amount in the Tuition box. 

If you like to add any recurring discount or fees you can click on the +Add fee/discount to capture the amount. Fee will add to the recurring tuition and discount will subtract from the recurring tuition. Note that fees can be only in dollar amount but discounts can be in % or $. 

Based on the start date and due date and fee/discount, the system will calculate any prorated amount. The first 3 invoices will display in the purple box below.

Please note that service days are always start from Monday-Sunday.

An example is shown below:

Prorated amount: For weekly plans, it always calculates the prorated amount from start date to the end of the week. If the start date is not on Monday, there will always be a prorated amount. 

Monthly Plan:

For monthly plan choose the service cycle. Since we recommend charging parents ahead of service, when you choose weekly plan, it will default for the "Upcoming month of service". If you would like to charge after giving the service, you can select for "Previous month of service" 

Choose which day of month the invoices are usually due under invoices due date.

Enter monthly tuition amount in the Tuition box. 

If you like to add any recurring discount or fees you can click on the +Add fee/discount to capture the amount. Fee will add to the recurring tuition and discount will subtract from the recurring tuition. Note that fees can be only in dollar amount but discounts can be in % or $. 

Based on the start date and due date and fee/discount, the system will calculate any prorated amount. The first 3 invoices will display in the purple box below.

Please note that service days are always start from 1st to end of the month.

An example is shown below with a prorated amount for the first month:

Prorated amount: For monthly plans, it always calculates the prorated amount from start date to the end of the month. If the start date is not on the first of the month, there will always be a prorated amount.

Editing Prorated amount:

For any reasons, you feel the prorated amount doesn't match your expected value such as counting the weekends as normal days, you have the option to edit the prorated amount by clicking on "Edit"

This will open a window that allows you to change the prorated amount to the desired amount. 

Subsidy families

If the family is receiving subsidy care, you can toggle " This family is receiving subsidized care" on. As a default this toggle is off. This will automatically toggle on "This family will pay a subsidy copayment" to allow you to set up a recurring invoices for families that need to pay copays. If the family is not going to pay any copay, Toggle "This family will pay a subsidy Copayment" off. 

If you toggle "This family will pay a subsidy copayment" off, then the system removes the option to create a recurring plan. 

One-time enrollment fees

In addition to creating recurring plans, you have the option to create any one-time enrollment fee invoices such as processing or enrollment fee.

Click on "+ Add one-time fee" to enable this section. 

Enter the description for the type of fee by typing in the "Type" box or choose from the  drop down. Enter Amount and choose due date which as default is set to today's date. 

You have the option to add several one-time enrollment fees by clicking on + Add one-time fee again. 

Skipping setting up any invoices during the enrollment process

By any reason, if you are not ready to create invoices or recurring plan, you can skip this step by clicking on "Set up Invoices Later" button at the bottom of the page.