Student Billing vs. Family Billing

With our upcoming QuickSchools Webinar on Fee Tracking and Online Payments, we thought we’d highlight one of the key concepts, namely Family Billing, and how it differs from the default Student Billing in QuickSchools

Student Billing

By default, all billing is by student. No additional setup is required. Once a student record is created in your QuickSchools, you can immediately start creating Fee Tracking transactions for that student. Transactions will appear under the “Bills” tab of the student record:

Student “Bills” tab

If you have Online Payments turned on, parents will see each student listed separately, and parents can pay for each student separately:

Parents can view and pay fees for multiple students (via Student Billing) in the Parent Portal

Clicking on a student will bring up payment options for that student. This is the same screen students would see when access this feature from the Student Portal:

Student Billing in QuickSchools shows transactions by student

Family Billing

The primary goal of Family Billing is to control which parent can pay fees for any particular student, and allow that parent to more easily review and pay fees online.

You can turn on the Family Billing feature from the Settings page:

Enable “Family Billing” from the QuickSchools Settings screen

Once Family Billing is enabled, there is an additional step required before you can use this feature completely. And that is to assign at least ONE Primary Payer for each student. You can set this from the student record:

Assign Primary Payer to Students when Family Billing is enabled

Primary Payers are assigned on a per student basis, not by family. This means that students within the same family can have different Primary Payers. So for example, the father in a family can be the primary payer for one sibling in the family, while the mother can be the primary payer for other siblings.

Once a primary payer has been assigned at least ONE student, they will then appear in the Family Billing screen (under the main Fee Tracking module). Any students that do not have any assigned Primary Payers are mentioned at the top of the screen:

Fee Tracking module shows Primary Payers when Family Billing is enabled

So instead of selecting a student from the list, you would click on a Primary Payer. Clicking on the Primary Payer will bring up the Fee tracking records for all students linked to that Primary Payer:

Transactions are organized by Primary Payer in Family Billing

Most of the functions here are very similar to Student Billing. You can still add charges, payments and invoices. However, when adding a transaction, you will need to specify which student it’s for, especially if the Primary Payer is linked to multiple students:

With Family Billing, transactions are still linked to individual Students

Finally, if you have Online Payments enabled, parents will no longer see a list of students. Instead, they’ll see all transactions linked to their students. And then can make payments for both students under the same transaction:

Primary Payer can make a single payment for multiple students with Family Billing

If making payments in amounts other than the current balance, the primary payer will need to specify the amount to be paid for each student:

When making payments, Primary Payer can specify amounts for each student

Billing Comparison

So here’s a rough comparison between the 2 modes:

Student BillingFamily Billing
Turning it OnEnabled by DefaultTurn on via Settings
Additional Set-UpNoneMust set Primary Payer for each student
Fee Tracking ListingShows All StudentsShows Primary Payers linked to students
Who can pay feesStudent and any linked parent with portal accessONLY the Primary Payer
Extra Steps when making paymentsNoneNeed to specify student before making payment

At the end of the day, fees are still tracked on a per student basis. Even with Family Billing enabled, transactions are still linked to students. However, with Family Billing enabled, you can control which parents can pay fees for any particular student, by assigning a Primary Payer.

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