Every charge, credit, and payment on a student's account is recorded in their ledger, and if that student has siblings, the same activity also rolls up into a shared family ledger.

General Information

Every student has a Ledger. It's a running record of every charge, payment, and credit posted to that student's account, along with the balance after each entry.
Families with more than one student also have a Family Ledger. This tab combines the billing activity for every sibling in the family into one table, with a single running balance across the whole family.
The Family Ledger only appears when a student has at least one sibling enrolled under the same family account. If a student is the only child in their family, they'll only have the Debits, Credits, and Ledger tabs on their profile, no Family Ledger tab.
The summary cards stay student-specific. The Amount Paid, Current Balance, Amount Overdue, and Amount Unposted cards at the top of the Billing tab always reflect that individual student, even while you're viewing the Family Ledger.
Both ledgers can be filtered by date and exported. Use the Add filters button to narrow results by a date range, or click the download icon to export the ledger.

💡 Ledgers are a great way to capture a full billing overview of a student's account. They can also be used to analyze potential billing issues and determine why a family or student's balance reflects the way it does.

Student Ledger

Every student has their own Ledger, found on their student profile. To get there, navigate to the Students tab under My School, click on a student's name, then click the Billing tab and select Ledger.

The Ledger lists every debit and credit that's ever been posted to that student's account, in chronological order, with a running balance so you can see exactly how the current balance was reached. Each row includes:

Date	The date the charge or credit posted to the student's account
Item	Name of the debit or credit, such as a billing plan, one-time fee, or payment
Due Date	When the item is due, if applicable (credits won't have a due date)
Charges	The debit amount added to the student's balance
Credit	The payment or credit amount that reduced the student's balance
Balance	The student's running balance after that charge or credit was applied

💡 Want a downloadable, dated summary instead of a live table? Generate a billing statement for the student — statements include a similar Account Ledger section for a specific date range, formatted as a PDF.

Family Ledger

When a student has at least one sibling enrolled in the same family, a Family Ledger tab appears alongside Debits, Credits, and Ledger on every sibling's Billing tab. This gives you one combined view of billing activity across the whole family instead of checking each student's ledger separately.

The Family Ledger includes the same information as the individual Ledger, plus a Student column so you can see which sibling each item belongs to:

Date	The date the charge or credit posted
Item	Name of the debit or credit
Due Date	When the item is due, if applicable
Student	Which sibling in the family the charge or credit belongs to
Charges	The debit amount added to the family's balance
Credit	The payment or credit amount that reduced the family's balance
Balance	The family's combined running balance across all siblings, immediately after that entry

🚨 The Balance column on the Family Ledger accumulates across every sibling, in the order items were posted. It reflects the family's combined balance, not any single student's individual balance. For that, check the student's own Ledger tab or the summary cards at the top of the page.

Split Family Ledgers

When a student's family is split into two billing groups, the Billing tab adds a row of group tabs above Debits, Credits, and Ledger: All, one tab per guardian group (typically named after each guardian, like Parent 1 and Parent 2), and Unassigned. Each of these has its own Ledger sub-tab, scoped to just that group's activity.

All	A combined Ledger showing every charge and credit across both guardian groups (plus anything still unassigned), in chronological order with one running balance. This tab is admin-only — once a family is split, guardians lose visibility into the All view and can only see their own group's activity.
Parent 1 / Parent 2	Each guardian group's Ledger only shows the charges and credits that have been assigned to that specific group, with a running balance for that group alone. This is the same view that group's guardian sees from their own account.
Unassigned	Charges and credits that existed before the split, or that were created without picking a group, land here until you assign them. The tab shows a count badge whenever there are unassigned items waiting.

🚨 Items sitting in Unassigned won't show up on either guardian's own ledger or balance. Assign each debit and its matching credit to the correct group (click the three dots next to the item and select Assign to group) so both guardians see an accurate Current Balance and Ledger.

💡 Need to split a family or assign existing charges to a guardian group? Step-by-step instructions are in Split & Blended Families.

Tracing a Specific Charge or Payment

If a charge or payment on the ledger looks unfamiliar, the steps below will help you identify where it came from and why it posted.

Navigate to the student's profile, click the Billing tab, and select Ledger.
Use the Add filters button to narrow by date range if you know roughly when the charge appeared.
Find the row in question and note the Item name — this tells you the source (e.g., a billing plan name, a one-time fee, a manual charge, or a recorded payment).
Switch to the Debits or Credits tab to find the original transaction. Click the three dots next to it and select View to see the full transaction details, including who created it, when, and any edits made.
If the item is part of a billing plan, click the item name on the Debits tab to open the plan and see all installments.

💡 The Ledger shows posted and paid transactions only — charges or credits that are already affecting the balance. Items that have been created but aren't due yet appear on the Debits tab with an Unposted status and won't show in the Ledger until they post.

Understanding Your Balance

The four summary cards at the top of the Billing tab give you a snapshot of where a student's account stands:

Amount Paid	Total payments and credits applied to the account to date
Current Balance	What the student currently owes — the total of all posted charges minus all payments and credits applied
Amount Overdue	The portion of the Current Balance that has passed its due date without being paid
Amount Unposted	Charges that have been created but aren't due yet — these are not included in the Current Balance

🚨 Balance looks wrong? The most common reasons are: a credit or deposit is being held and hasn't been applied yet, a charge was posted before its due date, debits were accidentally deleted, or the student was charged more than once for the same service period. Check the Debits and Credits tabs for any items with an Unposted, Processing, or Deposit status.

FAQs

Why does the ledger balance differ from the Current Balance card?

The Balance column in the ledger reflects the running balance after each individual posted transaction. The Current Balance card at the top is the same figure — the most recent number in that running Balance column. If they look different, scroll to the bottom of the ledger to find the last posted entry; that amount will match the Current Balance card.

A payment shows on the ledger but the balance hasn't changed. Why?

This usually means the payment was recorded as a deposit rather than applied directly to a charge. Deposits are held on the account and must be manually applied by an admin. Go to the Credits tab, find the payment, and check whether it has a Deposit label. If so, apply it to the appropriate debit.

There's a charge I don't recognize — how do I find out where it came from?

Go to the Debits tab, find the charge, and click the three dots → View to open the transaction details. This shows the item name, who created it, when it was created, and a full edit history. If it's part of a billing plan, click the plan name to see all related installments.

Why does the ledger show a negative balance?

A negative balance means the student has a credit on their account — they've paid more than they owe. This typically happens after a refund, a credit is recorded, or a charge is deleted after a payment was already applied. The credit will be used to offset future charges, or you can issue a refund to return the amount to the family.

A charge appears on the ledger but the family says they didn't receive an invoice. What should I check?

The ledger records charges when they post, not when invoices are sent. Confirm the billing plan or charge has an invoice date set, and check your billing settings to ensure invoice emails are enabled. You can also manually send a billing statement to the family from the student's profile.

Do failed payments show up on the ledger?

No, failed payments will not show up on the ledger, as the ledger only shows billing items that impact the student's balance.

View & Understand Balances and Ledgers