Setting up Recurring Subsidy Invoices

Procare Online allows you to set up recurring plans to track subsidy invoices. Once complete, each time a recurring invoice bills out, the associated value will be added to the subsidy’s ledger automatically.

Please note: When using recurring invoices, you want to account for market rate tuition in one invoice, which means your billing cycle and the parent’s copay cycle is the same.

Navigate to Billing > Recurring Plans, then click Create Recurring Plan. Choose Tuition Plan.

Select which children will be billed the same rate and with the same copay. Then click Continue.

Complete the Create Tuition Plan popup.

• Create New or Pick Template – select New Plan to create a new plan.
• Plan Name – enter the plan name.
• Plan Cycle – choose your plan cycle.
• Plan Start – select the date the system should begin sending out invoices with these specified charges.
• Plan End – the system will stop sending invoices with these charges on the date selected here.
• Generate Invoice on details – select the details of when your invoices should be generated. If parents have auto-pay enabled, funds will automatically be deducted on the invoice due date. To see how each billing cycle option will charge, change the plan to each option and see how the dates are affected in the green preview bar.

Complete the Invoice Details with your charges. Please Note: you want to account for market rate tuition in one invoice, which means your billing cycle and the parent’s copay cycle is the same. In the example below, the Toddler tuition has been entered as $300 and the subsidy will cover $260, which leaves the parent’s copay of $40.

• Choose New Item in the Type field.
• In the Item Description field, enter the invoice description for the tuition charge.
• Enter the full tuition amount to charge in the Amount field.
• Click Add New Invoice Item to add the portion paid by the agency/subsidy.
• Select Subsidy in the Type drop-down.
• Enter the amount or percentage paid by the subsidy. Please note: This amount will display in the subsidy section for each student as an open balance expected to be paid by the subsidy.
• Select the subsidy from the Add Description drop-down.

Click Continue to view the invoice preview. If the option to "Send Invoice to parent automatically on each billing cycle" is selected, you will not need to do anything further.