One-time charges, cash payments, credits and a child's account

Modified on: Thu, Oct 29, 2026, 7:23 AM

Charge a family for something outside their tuition, such as a summer program or a field trip, record a cash or check payment so reminders stop, give a credit, and see everything a family owes and has paid.

Who this is for

Center directors and billing staff.

Open a child's account

Open Payments from your center and select the Children tab. Search for the child.
Select the child's name, then Finance.

The child's page has the buttons Create plan, Add a one-time charge, + New discount, Record Payment and Issue credit, and the tabs Current activity, Upcoming invoices, All transactions, Statements and Account details.

Add a one-time charge

Select Add a one-time charge on the child's page, or Select an action → Add a one-time charge.
Under Who is this charge for?, pick the child.
Choose the Category, and enter the Amount and a Description.
Set Send invoice on and the Due Date.
Select Review & send.

Record a cash or check payment

On the child's page, select Record Payment. Choose Cash or Check, enter the Amount and an optional Memo such as the check number, and select Save.

Give a credit

Select Issue credit, enter the Amount and a Reason (staff see the reason, the family does not), and select Save. The credit is used on the family's next invoices.

Add a late payment fee to an overdue invoice

Select Select an action → Add a late payment fee, search for the invoice, and pick it. From an open invoice you can also select Apply Late Fee or Void Invoice.

See the whole family

From a child's page, tap the Family chip. The family page shows the school year's Charges, Discounts, Payments, Credits and Balance, each child's totals, and every transaction, filtered by type. Select E-mail statement to send the family a statement.

Subsidy awards are tracked on the Subsidies tab and are not part of this balance.

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