Set up an enrollment's billing and funding

Before billing for a child, check who should receive billing questions, what tuition agreement applies, and whether a subsidy covers any of the family’s share.

Open the child in Admissions → Enrollments, then find Billing & Funding.

Choose the billing contact

Select the appropriate parent or guardian from the child’s contacts. This is the person your program uses for billing matters.

After saving, review the Billing Contact, Family Payer and Billing Account shown on the enrollment. The contact is the person you deal with; the payer and account identify where the family’s financial activity belongs.

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

This example has a billing contact and price guarantee, with no subsidy authorization.

Record a price guarantee when one was agreed

If the program offers a guarantee and the family has agreed to it, enter the date it lasts through. Check that this matches the agreement with the family.

A guarantee protects the agreed tuition rates. It does not promise that every monthly invoice will be identical: the number of chargeable days, funding coverage and later adjustments can still change the amount.

See tuition rates and price guarantees for age bands and cycle dates.

Add the subsidy authorization

Use the agency’s approval to fill in the child’s subsidy details:

• Agency: the subsidy agency responsible for the approved amount.
• Approved daily amount: the amount approved for each eligible day.
• Effective dates: when coverage starts and, if known, ends.
• Covered weekdays: the weekdays covered by the approval.
• Date exceptions: any individual dates with different coverage.
• Reference and status: the authorization reference and whether it is active.

The site must accept the agency you choose. If an agency is unavailable, check the site’s accepted subsidy agencies and the funding payer directory.

Use the dates on the approval. The date a letter arrives may be different from the date coverage begins.

Compare funding with the care schedule

Review Attendance Schedule and Billing & Funding together. A child may attend five days while a particular subsidy only covers three. Equally, an approval may name a weekday when the child is not scheduled for care.

Do not extend funding coverage merely because you have added a care day. Confirm the approved arrangement first.

Check the saved details before billing

Reopen the enrollment and check the contact, guarantee and authorization. Then review the child’s amounts in the billing preview. This gives you a chance to spot a wrong date or daily amount before bills are created.

If saved funding details will not open, get help through your usual support channel before entering the same authorization again.

For an approval that changes an already-billed period, continue to correct a subsidy after billing.