Recording a payment from an agency

Some children’s care is paid by an agency, such as a state subsidy program, instead of the family. Record those payments on the child’s invoice so the balance stays right and your income is labeled correctly.

Record an agency payment

1. Open the invoice and click Record Payment.
2. Under Paid by, switch to Organization.
3. Choose the agency. If it isn’t listed, click + New and add it.
4. Choose the child the payment covers.
5. Enter the amount, method and date, then save.

How it shows up

• The invoice balance goes down like any other payment.
• In Finances, the payment is counted under the Agency Payments income category instead of tuition.
• Agency payments won’t appear on a family’s year-end statement. Parents can only claim what they paid themselves.

Agencies vs. vendors

Agencies and vendors are both stored as organizations. Only organizations set up to pay invoices appear under Paid by. Stores like Walmart show up only as expense vendors.