Kicksite offers the ability to process credit and bank transactions to easily manage payments for clients. To get to the Billing section of Kicksite, click on Billing in the top left menu of the website as shown in Figure 1.
Figure 1: Billing
This will take you to the Billing Dashboard shown in Figure 2.
Figure 2: Billing Dashboard
The Billing Dashboard has six sections: Unpaid Students, Inactive Unpaid Recurring Billings, Soon to Expire, Recurring billings ending in 30 days, Recurring billings with no vault items, and Completed Recurring Billings. The dashboard will be the first place to reference to find any indications of billing concerns or recurring billing completion history.
It is important to note that the Tax is preset in the Billing Settings as seen in Figure 3. Other settings that need to be set are the payment types accepted and transaction notifications.
Figure 3: Billing Settings
The Transactions screen is a summary of all billing transactions for the studio. There are a few details that will help understand the functionality of the Transactions list.
Figure 4: Transactions List
The Transactions list will indicate the status of the transaction such as voided, settled, refunded, or approved as well as the date and time associated with the action. In the Reason column, the transaction is categorized with the need for the transaction such as an event, invoice, promotion, or a recurring billing. Anything shown in blue is an active link that can be clicked on for more information. The amount of the transaction is in the next column. The Source column will indicate what kind of payment was used and next to that field is the reference number. This number will be important if there is an issue with the payment. The Transaction table can be exported to Excel if there is a need for further evaluation.
Recurring billings are automatic payments charged to a credit card or a withdrawal from a bank account. Managing payments for a student in billing is simple. To set up a New Recurring Billing, go to the Recurring Billings menu item and click on New Recurring Billing. Recurring billings can be setup for a student or for a family.
It is important to note that a failed transaction for a student or family with recurring billing will be attempted again at the 7-day mark. A student’s account with three failed credit payment attempts will be inactivated. If the vault item is a bank draft or ACH, the vault item will be deactivated after one failed attempt.
To enter the student or family, type in the name and Kicksite will automatically find the student. Click the desired family or student. Enter in the Amount to Charge and the Total Due will be automatically calculated including the tax. The billing start date, repeat billing schedule, and the total number of payments is also set in the New Recurring Billing screen as shown in Figure 5. These details can be edited through the student’s billing information.
Figure 5: Create New Recurring Billing
Recurring Billings for a student can be found by going to the student profile and clicking on the Finance tab. From this screen, Payment Transactions, Invoices, Recurring Billing, and Financial Reports are available.
Figure 5: Finance tab in Student Profile
It is important to note that at any time that a new recurring bill is needed for a student, it can be created from within the student profile by clicking on New Recurring Bill. This summary indicates the amount, date, paid through, next charge, end date, payments, declined payments, and status of the billing. To find out more about a specific billing, click on View.
Figure 6: Recurring Billing for a Student
What is a Vault item? It is a secure entry of payment. This information is not stored on a Kicksite server. Instead, the payment information is managed on a secure, PCI compliant system by our payment provider Solupay. The financial information is never seen or accessed by Kicksite.
To set up a recurring billing for a student or family, a Vault item must be setup. The item is associated to a student or family. Make sure to fill in all fields.
Figure 7: Create a Vault Item