Billing Configurations

1.1      Rate Templates

Administrative users can set up the Rate template to match their site’s current rate sheet(s). Once set up, all staffs will have access to the different rates for adding new Invoice(s). To add new Rate Template:

1. Start from the Admin Module → Select Billing → Rate Template

2. Select New

   

3. Fill in the fields:

   1. Name: name of the rate

   2. Type: specify the type of the rate

   3. Program: what program this rate applies to

   4. Amount: rate amount

   5. Comment: any comments for this rate

   6. Select Save once done

4. To edit an existing rate including inactivating a rate, select the name of the rate, then select Edit

1.2      Plan Templates

Administrative user can set up Plan templates to match their current fiscal year’s open period. Once set up, all staffs will have access to the plan templates for adding new children billing plans. New Plan Template should be added for every new fiscal year. Steps to add a new template:

1. Start from the Admin Module → Select Billing → Plan Template

2. Select New

   

3. Fill in the fields:

   1. Name: Name of the Plan Template

   2. Frequency: Billing Frequency

   3. Repeat: The number of planned invoices to be generated

   4. Post Date: Date when first invoice will be posted (following invoices will post on the same day of the month for their respectful month)

   5. Billing Start Date: Date when billing will begin

   6. Due Date: Date when invoices become due

   7. Comment: Any comments for this plan

4. Select Save → The items will be generated per the repeat number set

5. Edit the plan to adjust the quantity. Quantity is the amount of times the rate you selected will be used in the period. For example: The rate to be used along with this plan is a Weekly Rate. The billing period 07/01/2019 – 07/31/2019 has 4.2 weeks, which you may edit directly into the billing period. You may do this for every month in this plan. Then select the save icon to save the changes to the quantity before clicking the green Save button to finalize the plan.

1.3      Billing Account

Allows administrative users to manage billing account details. To add a new account:

1. Start by opening to Admin Module → Billing Config → Billing Account

2. Select New

   

3. Fill out form

4. Select Save when complete

5. With Online Payment enabled, you can select a Stripe account to apply to the billing account under the Payment section

   

6. To modify an existing account, select the Account Name

1.4      Billing Program

Allows administrative users to manage billing programs. To add a new billing program:

1. Start by opening to Admin Module → Billing Config → Billing Program

2. Select New

   

3. Fill out form

4. Select Save when complete

5. To modify an existing billing program, select the name

1.5      Third Account

Allows administrative users to manage third party accounts. To add a new third account:

1. Start by opening to Admin Module → Billing Config → Third Account

2. Select New

   

3. Fill out form

4. Select Save when complete

5. To modify an existing third account, select the Account Name

1.6      Configuration

Job allows administrative users to configure invoice properties. To modify invoice properties:

1. Start by opening to Admin Module → Billing → Configuration

   1. Enable Online Payment: to enable online payment in CareConnect (note: users will have to configure additional settings under Payments)

   2. Posted Invoice: will automatically send out emails to parents when invoices are posted in their account

   3. Due Invoice: will automatically send out emails to parents when invoices are due

   4. Invoice Past Due 10: will send out emails to parents when invoices are past due 10 calendar days

   5. Invoice Past Due 20: will send out emails to parents when invoices are past due 20 calendar days

   6. Invoice Past Due 30: will send out emails to parents when invoices are past due 30 calendar days

      

2. Activate or deactivate desired configurations.

3. Select Save when complete

1.7      Payment

Available for agencies that have online payment enabled.

1. Online Payment: toggle ON/OFF to allow agencies to invite families to FamilyPortal to set up a payment account

2. Auto Deduction: toggle ON/OFF to allow agencies to collect credit card information for payment auto deduction

3. Ahead Day: set up days prior to due date for auto deduction to run

4. Transaction Fee Paid By Parents Via Card/Bank Account: Configuration managed by MCT to allow agencies to pass on transaction fees to parents or absorb transaction fees for parents. To make changes, please contact MCT.