Step 4: Get Finances Set Up
You can choose whether to do your billing (to process payments and set up recurring billings for students) with Kicksite, or to keep your current credit card processor. If you do keep your current credit card processor, you will not be able to charge students from within Kicksite, but you can manually enter invoices or record payments to keep another record of your finances.
This article provides the overview of using Kicksite to handle billing. See the Step 1 article to get your account set up and enter students; see the Step 2 article to tweak your Kicksite account’s settings, and see the Step 3 article to start communicating with your students and prospects, taking attendance, and sending agreements.
If you want to use Kicksite’s card processing provider, you will need to request to set up billing through Kicksite.
If you’re using Kicksite for billing
After the billing has been enabled in your Kicksite account, you’re ready to start billing students.
First: Gather card information
Kicksite offers two ways to gather students’ (or parents’) credit card information:
- Send students (or parents) Vault Invites so they will receive an email with a secure link to enter their credit card information for billing.
- Enter a Vault Item manually, for example, if you don’t have an email address for a student, or if they provide the card information to you in person.
Tip: If you need to enter more than one card for a student, you can use Vault Labels to make it easy to know which card to charge.
Second: Run recurring billings or transactions
You can charge students in two main ways:
- Set up a recurring billing to charge the student on a regular basis. Most commonly, a recurring billing would be set up to charge a student on the same day each month for their monthly tuition payment.
- Run a transaction for a one-time charge. For example, run a transaction when a student purchases items such as sparring equipment, a t-shirt, or a bottle of water. You can also run a transaction for charges such as a one-time registration fee or a private lesson.
If you use a different card processor
If you prefer to keep using your current card processor, you may still wish to use Kicksite to record payments. This can be a back up for your financial data, and can also be helpful when you need to reconcile financial records later.
Instead of running a transaction (which charges a card), you will use invoices:
- Set up your inventory to create the memberships and/or items students will purchase.
- Create an invoice to record a payment; you can choose to create a recurring invoice for regularly scheduled payments.
- Use the Invoices Dashboard to keep track of invoices.
- Record a payment instead of using an invoice. (The instructions to record a payment are about halfway through the linked article.)
- Use the Payments Dashboard to keep track of payments.