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Knowledge Base / Billing

Managing Fees

Updated October 5, 2026

Fees are the charges students pay when they enroll — tuition, registration, materials, and so on. You define reusable fee types once, then attach them (with an amount) to terms, programs, and classes.

Create a fee type

  1. Go to Billing → Fees.
  2. Click New fee.
  3. Enter a name (for example "Tuition" or "Registration Fee").
  4. Enter the Default amount. This amount can be changed when adding the fee to a term, program, class or enrollment.
  5. Check Due upfront by default for fees that should be collected at checkout, like deposits or registration fees. This only sets the fee's starting Due option to immediate instead of deferred — you can still change it, and pick a specific due date, each time you add the fee.
  6. Click Create.

The Fees list shows each fee's default amount, a Due upfront badge where set, and how many terms, programs, classes, and enrollments use it — handy before editing or deleting a type.

Archive or delete a fee type

Open the actions menu on a row in the Fees list to edit, archive, or delete a fee type.

Archive a fee you no longer charge. It stays on the terms, classes and programs it's already attached to, and on past invoices, but you won't be able to add it to anything new until you restore it. Archived fees carry an Archived badge and drop out of the list until you set the Archived filter to Include archived (or Only archived to see just those). Choose Restore from the same menu to make one available again.

Delete only appears when nothing uses the fee — no term, class, program, enrollment, or invoice. Anything else, and archiving is the way to retire it. Deleting can't be undone.

Add a fee to a term, program, or class

Fees attach to the thing students enroll in:

  1. Open the term (Enrollment → Terms), class (Enrollment → Classes), or program (Enrollment → Programs). On a class or program, stay on the Details tab.
  2. Find Fees & Discounts and click Add.
  3. Choose the Fee (the fee type). Click the + button to create a new fee type on the spot.
  4. Confirm the Amount — it pre-fills with the fee type's default.
  5. Set Due to control when the fee is collected — Immediately at checkout, On a specific date, Deferred to payment plan, or With the first installment. Choosing On a specific date reveals a Due date picker. See When each fee is due below.
  6. Optionally click Add discount under Discounts to attach an automatic discount to this fee — see Managing Discounts.
  7. Click Add fee.

When each fee is due

The Due setting on each fee decides when — and on which invoice — it's collected:

  • Immediately at checkout — the fee is charged when the family checks out, like a deposit. It's excluded from payment plans. Use it for registration fees, deposits, and materials you collect up front.
  • On a specific date — the fee is billed on its own invoice with the date you pick as its due date, separate from any payment plan. Good for a charge that falls partway through the term — a spring trip or a recital costume — without spreading it across payment dates.
  • Deferred to payment plan — the default. The fee follows the family's payment plan: if a plan was picked — by the parent at checkout, or by you when enrolling the student — it's split across the plan's payment dates, and otherwise it rides the enrollment's regular invoice.
  • With the first installment — the fee is collected on the plan's first payment date instead of being spread across the dates.

In Fees & Discounts, the Due badge reads Due upfront, Due {date} (for example, Due Sep 15, 2026), or With first installment for the matching options; deferred fees show no badge.

How specific-date fees are billed

  • Their own invoice. A fee due on a specific date gets an invoice whose due date is the fee's date. It isn't charged at checkout and isn't part of any payment plan.
  • One invoice per date. If an open invoice — held, unpaid, partially paid, or past due — already exists for the same student and term with the same due date, the fee is added onto it instead of creating another. So fees from several classes that share a due date consolidate onto one invoice per student. See What a Student Owes.
  • Visible when enrollment completes. The invoice is published automatically the moment the student's enrollment completes, so the family sees it in their portal then — or right away if you add the fee to a student who is already enrolled.
  • Collected on the date. Autopay and payment reminders act on the invoice's own due date, following the school's billing settings — see Invoices. Families pay it from the Billing page in their portal like any other invoice.

Note: Due dates are specific to the term you set them on. When you copy a term (or copy classes and programs into a new one), each fee's due date is copied exactly as-is — review and adjust the dates for the new term afterward.

Edit or remove a fee

  1. In Fees & Discounts, click the pencil (Edit) icon on the fee's row. Clicking the row itself does nothing.
  2. Change the details and click Save changes.

To remove a fee, click the trash (Delete) icon on its row and confirm.

When a student enrolls, their charges are copied onto their enrollment. Changing or removing a fee here affects future enrollments only — students already enrolled keep the charges they were given. To adjust what an enrolled student owes, open the invoice the charge is on and edit it on the Charges table.