Skip to main content

Looking for something specific?

  1. Kangarootime (K2)
  2. Business
  3. Billing

How to Set Up a Billing Cycle

  • Updated

Each account is assigned to a billing cycle, which determines when the family will be billed. For example, billing may occur monthly on the first day of the month or weekly on the Friday before the period of service begins.

A billing cycle may be configured to bill in one of the following ways:

  • In advance for services not yet rendered – Students are charged and pay for their scheduled attendance before services are provided. 
    • Example: Tuition for February is billed and due on January 15, before services are provided. 
  • In arrears for services rendered – Students have already attended, and charges are applied for the completed service period. 
    • Example: Tuition for January is billed on February 1st, after the services have been provided. 
  • For the current period of services – Students are charged and pay during the active service period. 
    • Example: Tuition is due on Monday of the week the student is scheduled to attend. 
  • Custom -  Administrators define billing periods, when an invoice will be sent, and when payment is expected. 
    • Example: If your school term bills monthly but your summer term bills weekly, define the billing cadence as such within each term 

A business may have multiple billing cycles; however, you can apply only one billing cycle to each account. Below are the steps required to set up a billing cycle in Kangarootime.

How to Set Up a Billing Cycle Template 

Use Case: The cycle can be defined by a set billing cadence (invoicing and expected payments) for the following service periods:

  • Weekly
  • Bi-Weekly
  • Monthly
  • Quarterly

  1. 1. Select Billing from the Navigation menu

  2. 2. Select Settings

  3. 3. Select the Cycles tab

  4. 4. Complete the empty fields:

    1. Name the Billing Cycle
    2. Assign the Schools or Business Units the cycle can be applied to 
      1. If nothing is selected, the cycle will be available to all schools
    3. Choose when families will be billed (weekly, bi-weekly, monthly, quarterly)
    4. Choose the period of services families will pay for (In Advance, Current, Arrears (After))
    5. Choose the timing in which an invoice will be created before payment is due
    6. Optional: Enter a late payment grace fee and amount
    7. Optional: Choose a Bad Standing Threshold

  5. 5. Click Create

How to Set Up a Custom Billing Cycle

Use Cases: 

  • Families are billed monthly during the school term, but billed weekly for summer care
  • A billing period needs to capture dates that span a specific timeframe not defined by weeks or months

  1. 1. Select Billing from the Navigation menu

  2. 2. Select Settings

  3. 3. Select the Cycles tab

  4. 4. Complete the empty fields:

    1. Name the Billing Cycle
    2. Assign the Schools or Business Units the cycle can be applied to 
      1. If nothing is selected, the cycle will be available to all schools
    3. Choose when families will be billed by selecting Custom
    4. Optional: Enter a late payment grace fee and amount
    5. Optional: Choose a Bad Standing Threshold
  5. Click Add Period
    1. Enter billing period start and end date
    2. Enter the date families should be invoiced
    3. Enter the expected payment date
    4. click Add
    5. Repeat as many times as needed to define billing periods

  6. 5. Click Create

Please contact helpdesk@kangarootime.com if you have any questions!

Related articles