This is the Smart Tuition Tips & Tricks Blog.

Smart Tuition: Invoice Tips & Tricks

211f46eefd586d96e526c53c230b856a-huge-paYour account management team at Smart Tuition would advise once an invoice generates for the upcoming billing month, it would be considered too late to add additional billing items to the same invoice. Example: The invoice for September 15th would generate on the 27th of August. All items for the billing due for the month of September should be on file prior to the generation on the 27th.  Additional items should be placed future billing months such as October if they are due upon receipt.
Think about this from a family point of view. An invoice is received for Johnny’s tuition in the amount of $1000. A family budgets funds to submit a payment in the amount of $1000. Then a billing item for a soccer fee of $390.00 comes in. While we can send a modified invoice, the invoice for $1000 was already received, it would be upsetting to the family to have to come up with the additional funds with short notice. Also, it does not look professional to utilize the modified invoice function as a frequent practice. Although it is available, it is best used for one off situations only.
I’m not sure about you, but if Macy’s sent me more than one bill each month, I wouldn’t be thrilled. It is a best practice to have a hard-cutoff date so families receive an invoice that matches the payment plan opted for.  Like a credit card- billings are sent out monthly. If something doesn’t make it within the generation, it is forwarded to the next billing month. It is helpful when deciding your available due dates for the school year to keep in mind invoice generation dates and if the recommended cutoff date works well with your billing personnel.
Smart Tuition is not authorized to pull a past due balance from a prior month. This is to remain within compliance of the Automated clearing house policies. The notification sent to parents will provide the dollar value of the current balance due within that month. If you have a family on ACH payments with a past due balance, recommend they make a manual payment to become current. Smart feels confident that with the recommendations mentioned, your families will have a good experience. 

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Posted by Heather Niven on Sep 26, 2017 6:37 PM America/New_York

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I have families with due dates of the 1st, 10th and 20th. What days of the month would their invoices generate?
  • Posted Wed 25 Jul 2018 05:35 PM EDT
I like the idea of one bill, but the billing date does as well. A set date every month for example : all items need to be in by the 25th of the month . 
Every month right now , is a different date 
  • Posted Tue 07 May 2019 02:28 PM EDT