For center administrators with edit access to Billing.

Change a bill’s charges, add a charge or a discount, or change its dates. You make the changes right on the bill.

Before you start

• A paid bill doesn’t change. Its Fix a mistake button shows the ways to correct it, such as a refund or a new bill.

• A draft changes freely. On a bill the family can already see, changing a line or the due date needs a short Reason. The family sees it on the bill as one line, with the date. It is also kept in History.

• The total can’t go below what the family already paid.

• A line made by a billing run has no trash button. Add a discount to lower it.

Change a bill

1. Open Money > Invoices and open the bill.

2. Choose Edit. The bill turns into boxes on the same page.

3. To change a line, change its words or its amount right where it is.

4. To add a charge, choose + Charge. Pick its kind, such as Supply fee or Field trip. Then type what it is for and the amount.

5. To take money off, choose + Discount. Pick $ off or % off.

6. To take a line off, choose its trash button. It stays crossed out, with Undo, until you save.

7. To move the due date, choose Change beside it.

8. On a bill the family can see, type a Reason. Then choose Save.

Change a draft’s dates

A draft is a bill you haven’t sent yet. Its bill date can change until the family sees it.

1. Open the draft and choose Edit.

2. Choose Change beside the due date. Set the Bill date and the Due date.

3. Choose Save draft. A draft never needs a reason.

Email the family, or not

On a bill the family has, the Email box starts empty, so saving emails nobody. Tick it and the button reads Save and email. It asks you to press once more before it emails.

On a draft, the buttons are Save draft and Post, and the Email box starts ticked. Save draft keeps it a draft.

Check the result

The page goes back to the bill and says it was saved. Check its lines, total and dates.

Changing a bill doesn’t give back money already paid. To return a card or bank payment, open Money > Payments, open the payment and choose Refund.