Understanding Invoice Statuses in Wonderschool 2.0
If you are using Wonderschool for online billing with your families, you will notice in your "Invoices" section that the invoices will appear with different statuses. In this guide, we'll break down what each status means.
- Notification Sent
- Invoice Sent
- Transferring Failed
- Charging Failed
- Past Due
You will see this status if you have created an invoice, but you have not yet added your bank account to receive tuition through Wonderschool's payment system, Stripe. Parents will not receive this invoice until you add your bank account to receive their payment. Please follow this guide on how to add your bank account: Adding Your Bank Account
You will see this status for parents who are on autopay and will be automatically charged on the due date for the invoice. The status will update to processing or transferring once the payment is charged. To learn more about how to get parents on autopay, check out this article here.
You will see this status if you have created an invoice or recurring plan and an invoice has been sent via email to the family. This status also means this family is not on autopay. Please note: the invoice can take up to one hour to send to the family. The reason it takes an hour is for our payment system to draft an official invoice, verify the parent email, and then send an official payment page for the parent to pay online. The contact information you had added for the parent will be where the invoice is sent. Please make sure you have your parents check their inbox and spam folder for the invoice email after an hour since creating the invoice in your dashboard.
You will see this status if the parent has successfully paid online via Wonderschool and the payment has been deposited into your bank account. The parent will have received an email confirmation receipt of the payment when it was completed.
You as the provider will update this status yourself if you have sent the parent an invoice and they have decided to pay you directly, not online through Wonderschool. This would be the case for a parent who has received the email about the invoice, but has paid you in cash, check, or another method other than Wonderschool. To mark and invoice as "Paid(O)", you can follow these directions: How to Update an Invoice Status
You will see a "processing" status if the payment is currently being processed by the bank or credit card company. Please note that for bank accounts, the timeline for processing is longer, so you may see this status for a few days if the parent has chosen to use a bank account instead of a card. Card payments typically take 1-2 days, whereas bank account payments that are not on Quick Pay can take up to a week. To learn more about Quick Pay eligibility, read this article here.
You will see this status if the payment has processed successfully by the parent and it is on its way to being deposited to your bank account.
If you see this status, there has been an issue depositing the payment to your bank account on file. To fix this, please log into Stripe and make sure that you are not missing any business information for your account here: https://connect.stripe.com/express_login. If you are unable to find out why this is happening, please email support at firstname.lastname@example.org.
If you see a "Charging Failed" or "Failed" status, there are a few things that might be happening.
1. The payment may have failed due to the parent's payment method encountering an error. If you hover your mouse over the status, you may see the reason for the payment failure.
2. It's also possible that there is another reason for the issue with the payment not processing that the dashboard cannot reflect. If you see this, please reach out to support so we can track down the right information.
If you see "Past Due", this means the invoice has still not been paid online by the family and is past its due date.
With these invoices, you can resend the parent the invoice link to pay via Stripe by clicking the past due invoice and scrolling down to the details section. Click on "Stripe link" to get the link to share with the family. You can also choose to update the invoice status if the parents have paid you offline separate from Wonderschool. Click the invoice and select "Actions" to update the status. Read this article here for help.
You as the provider will update this status yourself if you have made a mistake on the invoice and do not want the parent to follow through with payment. This could be an error in the invoice amount, or the parent has unenrolled and you have forgotten to cancel the invoice by mistake. The parent will not be able to make this payment online if you mark the invoice as "Void". To mark the invoice as "Void", you can follow these quick steps: How to Update an Invoice Status
You as the provider will update this status yourself if you have sent an invoice to a family, but do not expect it to be paid. Maybe you just want to send an email reminder to the parent that payment is due, but they will be paying you another way and not online through Wonderschool. This is different from the "Void" status, since the parent could still pay online if they decide to for some reason. You can update an "Uncollectible" status as "Paid(O)" or "Void" if needed. To do this, follow these quick steps: How to Update an Invoice Status
If you need support with setting up invoices, check out these other guides for help!
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