CareConnect Billing - Billing Plans

CareConnect Billing allows you to set up billing plans for each student with the option to add invoice schedules with recurring charges. You can add a billing plan for multiple students or an individual student with options to pause and resume plans easily when they go on leave and come back. This guide will show you how to setup/manage billing plans:

1. Plans Overview: navigation, plans actions
2. Add Plan: explains the invoice schedule, plan set up
3. Manage Plan: edit existing plan, update plans status

To access the billing plans in CareConnect, access to the Billing Module → Select Plans.

1. Plans Overview:

Plans page is organized into a table format sorted alphabetically by student name and plan name with billing cycle, and other plan details. It is simple to view when the next invoice will be generated and amount that will be charged.

a. Columns Navigation: 

• Name Column: This shows the student assigned to the plan; click on the student name to go into that student's Family Ledger account
• Plan Name Column: This shows the Plan ID and Name created for the student; click on the Plan ID to view and edit plan information such as Plan name or Plan End Date
• Billing Cycle, Plan Period, Send/Due/Post, Next Invoice Date, Plan Status, Amount: These allows you to Preview the Plans Changes including frequency of invoice generation and detailed information for that plan.
• Action Column: These are quick actions available for the plan; click on to pause/resume a single plan or view the logs that include changes made to that plan

b. Plans Actions:

• is the starting point to create new billing plan for student(s)
• allows a batch action to resume or pause the billing plan(s)
• refreshes the plans page without losing the chosen filters
• is an column chooser where you can choose which columns to be seen in the plans page
• are different filters for what plans to be displayed in the plans page:
  • Search No Plan Students: view all students without a plan to proceed with creating a new billing plan for them as needed
  • Search Bar: find specific student plans based on student name
  • Dropdown Menu: allows you to switch between sites
  • More Filters: filter plans based on student status/tags, plan status/start date

2. Add Plan:

To create new billing plan for student(s) → Click Add Plan button.

This opens a new window with a 3-step wizard that guides you along with creating a plan for a student or a group of students for any service period: 

Step 1:

Choose the student(s) you wish to create a plan for

You can also click on to filter out specific students based on student tags if needed → Select all or a student from the list

Click Next to proceed to the second step

Step 2:

a. Enter the billing plan information which consists of 3 sections: Site Info, Plan Info and Invoice Items Info details:

• Site Info: 
  • Site defaults to the site you have selected in the previous Plans page
  • Billing Account & Address default to the billing account you have set up for the selected Site
• Plan Info:
  • Fill out the details for all required fields marked with *, or select from your pre-set template(s) using Add From Plan Template
    • Plan Name: Enter a name for the plan
      • TIP: You may enter any plan name of your choice but it is recommended a plan name to include billing rates details such as toddlers, infants, part time, full time ad the billing cycle to easily identify the plan details just by looking at its name without actually viewing the entire plan details
    • Billing Cycle: Select the frequency for the billing plan
    • Plan Start Date: Specify a starting date for next service period
      • TIP: If you're enrolling students mid month or mid week, it is recommend to add a plan for the next service period and then add an invoice for the current period as needed.
    • Plan End Date: Specify an end date for the billing plan when to stop sending invoices.
      • TIP: This field is completely optional and it is recommended to leave it blank. You may stop a plan easily if the family confirmed to no longer attend afterwards
    • Invoice Send Date: Select a date when an invoice should be sent to parents
    • Invoice Due Date: Select a due deadline date for parents to pay the invoice
    • Invoice Post Date: Select a date when the invoice should be generated and posted in CareConnect where you may preview the invoice. Post Date select is in range of 0-10 days prior to the Send Date; when parents see the invoice
  • Once all the information is filled out, a preview message will appear on the bottom to show when will the first invoice be sent to the parent.

• Invoice Items Info:
  • If you've used the option Add From Plan Template, the Invoice Items should automatically populate based on your pre-set template.
  • If you did not use the option Add From Plan Template, fill out the details for the Invoice Items with your charges. Here you also have an option option to Add Item which is specify a completely new charge item, or to Add From Rate Template which is to select from your pre-set rate template(s)
    • Type: Enter the title for the item (monthly, weekly, late fees, etc.)
    • Program: Select the billing program for the invoice item
    • Comment: Enter any internal comments for this plan
    • Price / Quantity / Discount: Enter the amount information for the invoice

b. Click Save to proceed to the last step. 

Step 3:

This is a confirmation page with all details you've entered in Step 2 include Site Info, Plan Info, Invoice Items, together the generated plan(s) for whichever student(s) selected in Step 1.  

3. Manage Plan:

If you need to add an end date for a plan or need to pause/resume the student's plan, then you can update an existing plan or use quick actions to pause/resume a plan. You can either Edit plans, or you can Change Status of plans for student(s).

a. Edit Plan Information

Click on Plan ID under Plan Name Column → Edit → Enter the Plan End Date or a new Plan Name → Click Save once done.

b. Change plans status:

You also have the option to batch update students' plan, to quickly pause or resume plans for multiple students at once. If you want to learn more about Plans Status, you can visit CareConnect Billing - Pause Billing Plans and Plans Status  for detailed explanation.