Playground billing gets you paid on time every time. Billing items are the core of Playground billing. Billing plans are built around items that can be set up to bill on a regular weekly, bi-weekly, semi-monthly, or monthly basis, or they can be billed as one-off charges.
Edit Billing Plans
Once a student billing plan is created, you can fully manage it, including editing debit schedules, applying or removing discounts, adjusting co-pays, adding subsidies, and deleting plans when needed. You can also edit charges directly from the Billing tab of a student's profile, offering a quick way to update specific amounts or details for a student.
Edit an Entire Billing Plan
Navigate to Billing and select Transactions to see a list of all your students and their balances.
💡 Only the Price, Description, Accounting code, and Discounts can be edited for active billing plans. Post and due dates can't be edited in bulk. Click here to learn more about editing post and due dates in bulk.
Navigate to Billing -> Transactions.
Locate the student whose installment plan you want to update.
Click the Actions (…) menu next to the student’s name.
Select Edit installments
When you select Edit Installments, you can choose which installments to update:
All installments of this billing plan – Updates apply to every installment (past, present, and future). Keep in mind this will alter the entire plan which will alter balances and credits if there were payments on the account.
Upcoming installments only – Changes only affect installments that have not yet been posted.
Upcoming installments only – Changes only affect installments that have not yet been posted.
Once the changes are made, click Update installments.
Editing a Single Installment or One-Time Charge
Click the three dots dropdown menu and select Edit
Update the amount, invoice date, due date, description, discount(s), accounting code, and service dates.
When ready, click Save. Additionally, for parents who have been overcharged, adjustments can be made through the Billing tab within their profiles. Modifications to billing plans automatically update related installments. While bulk updates to billing plans are limited, individual edits should be done on each charge to ensure precision.
Adding a single Installment
You can add another installment to the plan by clicking on the three dots of the installment and selecting Add installment.
In the window, confirm the amount, discount, post date, due date, and description and click save when done.
Deleting a single installment
You can delete any installment by clicking on the installment to expand the billing plan.
Find the individual installment and click on the three dots on the row and select Delete.
You can delete installments in the middle of the billing plan without having to delete the entire plan. Whenever you delete an installment, you’ll now see a preview of the new balance that reflects the changes you’ve made.
Deleting an installment that has already been paid for, will not delete the the payment that went towards it. We do not recommend deleting debits that are already paid for, as it will create a credit on the students account.
Bulk deleting multiple installment plans
If you need to delete multiple debits within an installment plan, clicking on the installment to expand the billing plan.
Locate the first installment you want to remove, click the three dots next to it, and select Delete.
Select Delete this and future installments.
This will remove the selected debit along with all installments scheduled after it. When deleting, the system will display your current balance, adjustment, and new balance so you can confirm the change before finalizing. If you’re trying to end an billing plan, make sure to start with the first unpaid debit. Do not delete a paid debit, as that will create a credit on the account.
For parents who have been overcharged or for managing billing across multiple students, workflows are available via the parent profile's Billing tab or the dedicated bulk action options under your admin dashboard.
Edit Post and Due Dates
If you create a plan and realize that the post and due dates are incorrect, the easiest way to fix this is by deleting the plan and recreating it with the correct dates. You can also edit each installment individually. Follow the steps below if you would like to delete the plan and recreate it, follow the steps below:
Navigate to the student's profile and click into their Billing tab.
Locate the plan with the incorrect dates and click the three dots next to it.
Select Delete billing plan to fully delete the plan. Click here if you only need to delete specific installments and not the entire plan.
In the window, you can pick from three options:
All installments of this billing plan removes everything, including paid, overdue, coming due, and unposted installments.
Upcoming installments only removes only the unposted installments, leaving any installments that have already been posted untouched.
Installments after a date removes all installments posted after a specific date that you choose.
The window will show your current balance, the balance change from the deleted debits, and your new balance so you know exactly what to expect. Click Delete installments to confirm or Don't delete to go back.
Once the plan has been deleted, you can recreate the plan with the correct post and due dates. Click here for more information on creating billing plans.
🚨 Be very careful when deleting billing plans, as this is a permanent action. Once a billing plan has been deleted, it cannot be restored.
Manage Saved Items
Saved items can be edited anytime to ensure billing plans are set up with the latest rates.
From the admin dashboard, navigate to the Billing tab and select Overview.
Click on the Saved Items tab.
Click on the three dots next to the Saved Item you want to edit.
If deleting, click Delete to confirm the action.
If editing, Select Edit and change the Name, Price, Description, or Accounting Code. When ready, click Save.
If you want your changes to apply to future debits that already exist, select the checkbox labeled Edit all future debits with this name.
Select the post date equal to or after which the changes should apply.
Choose how the update should be applied:
Only match debits with the current price
This option updates only future debits that currently match the original price of the saved item.
Example: If the saved item was originally $20, only future debits that are still $20 will be updated. If some students already have future debits at $50 or another amount, those debits will not be changed.
Update all future debits
This option increases all future debits with the same saved item name by the same percentage.
Example: If you increase the saved item price and choose this option, every future debit with that name will increase by the same percentage, even if some students were already paying different amounts.
Review the number of debits that will be updated.
When ready, click Save.
View, Edit, and Delete Saved Discounts
To view your currently saved discounts, navigate to the Billing tab, select Overview, and then select Discounts at the top of your screen.
Click the three dots to open the actions menu.
To edit the saved discount, click Edit and make any changes you'd like before clicking Save.
To delete the saved discount, click Delete and confirm that you'd like to delete the saved discount.
🚨 Once deleted, a discount cannot be restored. This action will not remove the discount from existing or past plans; it simply makes the discount template unavailable for future use.
Manage Saved Dates
Saved dates are a list of important dates for your center that can be used when creating billing plans. When setting up a debit, saved dates let you quickly tie installments to specific service start or end dates instead of entering them manually each time. You can add saved dates here in advance, or create them on the spot while setting up a billing plan.
Add a Saved Date
From your admin dashboard, navigate to the Billing tab and the Overview tab and click Saved dates.
Click + Add saved date in the top right corner. The Add saved date window will open.
Enter a Name for the date.
Under Applies to, select whether this date marks a Service start or Service end.
Enter the Date.
Click Save.
💡 Each saved date applies to either a service start or a service end, not both. If you want to capture a full session, you need to create two separate saved dates , one for the start date and one for the end date. For example, to set up a Fall Session you would create a Fall Session Start saved date and a separate Fall Session End saved date.
Delete a Saved Date
From your admin dashboard, navigate to the Billing tab and the Overview tab and click Saved dates.
Click the three dots of the saved date and click delete. Or you can check the box next to the date you want to delete. Click the Delete button
