Set up an enrollment's billing and funding

Before billing for a child, check who is responsible for payment, which tuition agreement applies, and whether a subsidy covers any of the family’s share.

Open Children & Families → Enrollments and select the child’s enrollment. Agreement, subsidy and guarantee details have separate sections on this page.

Record the family’s agreement

In Enrollment Agreement, choose Edit. Select the Billing Contact for questions about bills and the Primary Responsible Guardian responsible for payment. Check the billing basis and any agreed quantities or shared responsibilities, then choose Save Agreement.

If the right person is missing, check the child’s parent and contact records before choosing someone else simply to finish the form.

The Family Payer and Billing Account appear under Financial Setup & Subsidy. These identify where the family’s charges and payments are recorded.

Record a price guarantee when one was agreed

Use Tuition Guarantees to record a future guarantee that matches the agreement with the family. A guarantee protects the agreed rates; it does not promise an identical monthly invoice. Chargeable days, funding and adjustments can still change the amount.

Follow tuition rates and price guarantees for the dates and steps.

Check the invoice schedule

The program provides a default invoice schedule and the permitted alternatives. Check the enrollment’s selected schedule and its effective dates. A permitted alternative requires the appropriate billing access.

The invoice schedule controls when care is billed. The program’s tuition pricing basis and agreed rates still determine the price. A monthly or biweekly invoice schedule does not change the total for the same care.

Schedule later timing changes from an available future boundary. Existing invoice coverage keeps the timing that was captured when it ran; corrections to care facts are reviewed separately.

Add the subsidy authorization

In Financial Setup & Subsidy, choose Edit, then Add Subsidy Authorization. Use the agency’s approval to enter:

• The subsidy agency and approved daily amount.
• The coverage start and end dates.
• Covered weekdays and any date exceptions.
• The authorization reference and status.

Choose Save Funding, then check the saved authorization. The site must accept the agency you choose. If it is missing, check the site’s accepted subsidy agencies and the funding payer directory.

Use the coverage dates on the approval, which may differ from the date the letter arrived. Compare them with Attendance Schedule: adding a care day does not automatically extend subsidy coverage.

If an approval changes an already-billed period, follow correct a subsidy after billing.

Review the first invoice

Before running an invoice, check that the enrollment is Confirmed and has its care schedule, agreement, invoice timing and program tuition configured. The Site must have Billing Enabled.

Open Billing → Invoice Cycles, choose a date in the relevant period, select the enrollment and choose Preview provisional invoices. The preview identifies missing setup and shows the amounts to review. Correct any issues, refresh the preview and check the invoice due date before choosing Run reviewed batch.

The reviewed run establishes the enrollment’s financial records and records its invoicing result. There is no separate billing-readiness request or activation step. Follow prepare and run invoice cycles for the full review.