Managing payments

Beyond the initial payment configuration covered in the Season management articles, this article covers how to manage payments on an ongoing basis - viewing payment status, processing manual payments, voiding transactions, and handling payment schedules.

Written By Ross Beale

Last updated 25 days ago

Viewing payments

From an enrollment profile, the Billing tab shows the full payment picture:

  • Balance - the outstanding amount owed.

  • Payment history - a list of all transactions, including successful payments, pending scheduled payments, and voided transactions.

  • Payment schedule - if the family chose a deposit or installment plan, you'll see the full schedule of upcoming payments with their amounts and due dates.

Processing a manual payment

In some cases you may need to record a payment that happened outside of Stripe - for example, a check payment. From the billing tab, click Record payment and enter the details:

  • Amount - the payment amount.

  • Payment method - select the method (e.g., check, cash, or other).

  • Notes - optionally add context about the payment.

Manual payments are recorded in the transaction history alongside Stripe payments.

Voiding a payment

If a payment needs to be reversed, you can void it from the billing tab. Voiding a payment:

  • Removes the payment from the enrollment's balance calculation.

  • Logs the void in the activity feed with full attribution.

  • Does not automatically issue a refund through Stripe - refunds through Stripe should be handled from the Stripe dashboard if needed.

Managing payment schedules

For enrollments on a deposit or installment plan, the payment schedule shows each upcoming charge with its amount and due date. From here you can:

  • Void a scheduled payment - cancel a future payment before it processes.

  • Edit a scheduled payment - adjust the amount if needed.

Scheduled payments are processed automatically on their due dates. If a payment fails (e.g., due to a declined card), it will be flagged so your team can follow up.

Adjusting balances

You can apply credits or debits directly to an enrollment's balance. This is useful for one-off adjustments like scholarships, manual discounts, or corrections.

Balance adjustments can also be applied in bulk from the enrollments Datatable - select multiple enrollments and use the Add credit/debit bulk action.