Expanded Learning Program Accounting

  • Updated on Dec 30, 2025
  • Published on Aug 25, 2025
  • 2 minute(s) read
  • Jevon Baird
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Expanded Learning Program Accounting

Do you want to use the SchoolWise accounting system for billing? If yes, contact SchoolWise support to setup your accounting items. We need to know:

  • What are your default rates? Hourly rate, flat rate per day/week/month, or block billing (<x hours/day = $y1, >x hours = $y2).

  • Are there any special rates (free or reduced), staff rates, family discounts for >1 family member?

  • Are there any late pickup fees (default is $1/minute).

  • Are there weekly or monthly min/max $ caps?

The Students Accounting form in the desktop application can be used to create and review accounting transactions (add a charge/purchase, receive payment, make adjustments).

Automatic billing may be possible for schools that utilize our optional Online Billing and Payments system. Contact SchoolWise support for more information. Click here for general information regarding the Online Billing and Payments system.

Expanded Learning Program Automatic Billing

Automatic billing can be done based on class enrollment with flat rates or attendance-based billing with daily/hourly rates.  

The attendance-based billing process uses daily attendance data to calculate the charges for the day. Once attendance has been taken and the day is marked complete, then the automatic billing process will apply the billing rules for all course sections marked completed for that day. The system has all the attendance information for each student, and also knows which students (if any) were picked up late (if checkout is after the defined cut-off time, then a late pickup fee can be added). Then each night or each week (depending on the billing rules configuration), an automated routine runs on the server to generate a bill. 

Billing rules are highly customizable. You can have simple hourly rates, flat daily rates, flat weekly rates, block rates, late-pickup fees (per minute late), and weekly minimum and maximum charge limits. Charges need to be calculated and charged daily or weekly.

To set up class section billing rules, we need to know:

  • The billing rates to use for each class section.

  • The normal start & end time of each class section if using attendance time tracking for billing purposes.

Automatic Billing can be set to run daily or weekly: 

  • With manual-complete, the Set Day Complete attendance state must be set to complete for each day. 

  • With auto-complete, flat rate billing can be used based on the course section enrollment instead of attendance. A top level billing rule property can be set for “AutoComplete”. If present and set to 1, the billing process will treat all current or past dates as complete, regardless of the Set Day Complete attendance state setting. If the course sections are set to auto-complete, then billing will be done on Friday afternoon. The enrollment status at billing time (Friday at 3pm for auto-complete, or when marked complete for manual) will be used to bill for the week. Students should not be enrolled in more than one section, or they will be billed for more than one section. If students change sections a lot, auto-complete should not be used. With auto-complete, section enrollment records need set correctly before 3pm on Friday when billing starts.