Track collection

Collection answers "are we actually getting paid?" The numbers show how much of what you billed has been collected, how long it takes, and what failed payments won back. They live in Reports, on the Financials tab. The list of saved cards about to expire is on Billing, under Payment methods.

See your collection numbers#

1. Open Reports in the menu. On a computer it's under More in the top bar.
2. Choose Financials.
3. Use the date button at the top right to pick This month, Last month, Last 3 months, Last 6 months or This year.

What the numbers mean#

• Collection rate: the share of what you billed (after credits) that has been paid.
• Average days to collect: how long, on average, from a charge's due date until it's paid in full.
• Recovered after a failed payment: how many families with a failed payment went on to pay, and how much came back through automatic retries.
• Still outstanding: how many charges in the period aren't fully paid yet.

A falling collection rate or rising days to collect is a sign to nudge families who pay manually, or to encourage autopay.

Cards to update before they decline#

1. Open Billing in the menu.
2. Choose Payment methods.

The Cards to update before they decline list shows saved cards that expire by the end of next month. For each family you'll see the card, when it expires, their next charge and how much is due in the next 45 days. Badges show:

• Autopay: this card is the one autopay charges.
• Has another method: the family has a backup card or bank account.
• Expired: the card has already expired.

Reach out to these families now, before their next charge fails. You can message them from their profile, or remind them they can update their card on the Billing page of the parent portal. If nothing is expiring soon, you'll see "No cards expiring soon".

The billing overview#

Billing opens on Overview, a to-do list for money work. Revenue and its trend live in Reports. Each card shows what needs a person and opens the page where you do it:

• Owed by families: the total families owe. Choose it to open Family balances, then send reminders or record payments.
• Failed payments need a person: payments whose automatic retries have run out, plus how many are still retrying on their own. Choose it to open Failed payments.
• Autopay in the next 7 days: what autopay will charge this week, and how many charges are due from families who pay by hand. Choose it to open Recurring payments.
• Cards expiring soon: saved cards that expire by the end of next month, and how many families have no card on file. Choose it to open Payment methods.

Below the cards, Largest balances lists the families who owe the most, and Due in the next 7 days lists this week's scheduled charges. Use Record a payment or Charge a group at the top to get straight to those tasks.

Who can see this#

Only owners and admins can open Reports. Owners, admins and front desk staff can see the billing Overview and Payment methods, including the cards to update. Only owners and admins see Charge a group.