How to run Auto-Pay

Use this article to go through the steps on how to run Auto-Pay and collect tuition or outstanding balances from accounts enrolled in Auto-Pay.

Prerequisites

Auto-Pay setup has been completed.
Payment methods are saved on enrolled accounts.
You have permission to process payments.
Tuition has been posted if you plan to charge tuition.

Related setup article (link to be added): How to Set Up Auto-Pay

1. Open the Auto-Pay screen

Click More > Auto-Pay.

2. Select the Auto-Pay Payment Configuration

You have multiple options for running Auto-Pay.

Choose one option:

Charge by Just Tuition
Charge by The Full Account Balance
Tuition or Balance (Whichever Is Less)
Charge by Due Dates (or Transaction Codes)

Charge by Just Tuition — In this case, the system will charge the student's current calculated tuition. When you run Auto-Pay for Just Tuition, the system does not check the current balance on a student's account; it charges the calculated tuition amount for that student — even if they have a $0.00 balance.

Charge by The Full Account Balance - This will attempt to collect the entire amount the customer owes you.

Tuition or Balance (Whichever is less) - This will look at a student's calculated tuition and their current full account balance, and will charge whichever is less.

Charge by Due Date (or Transaction Codes) - This option allows you to charge accounts that have past due, or currently due amounts, even down to the specific Transaction Code.

3. Select Auto-Pay Details

A.

Just Tuition, or Tuition or Balance (whichever is less) - follow steps in section A. For Charge by Full Account Balance, skip to section B. For Due Date or Transaction Code, skip to section C.

1. Select Just Tuition, or Tuition or Balance (Whichever is less), and click Get Auto-Pay List.

2. You'll see the percentage option of the amount you'd like to collect, as well as the option to select a Season.

3. You can enter a Transaction Memo, as well as a notification phone number if you'd like to receive an SMS text** when the Auto-Pay job completes.

4. Review the Current Configuration to make sure everything looks correct, then click Get Auto-Pay List.

** In cases where you may have more than 500 to 1,000 accounts enrolled in Auto-Pay, the job could be split into multiple jobs. In this case, you could receive multiple text messages about the status of your job.

B.

The Full Account Balance

1. Select The Full Account Balance

2. In the Advanced Rules, you'll see the percentage option of the amount you'd like to collect.

3. You can enter a Transaction Memo, as well as a notification phone number if you'd like to receive an SMS text** when the Auto-Pay job completes.

4. Review the Current Configuration to make sure everything looks correct, then click Get Auto-Pay List.

C.

Charge by Due Date or Transaction Code

1. If you select Charge by Due Dates, you'll have a few options for how you'd like to collect Auto-Pay.

2. In the Advanced Rules, you have the option of selecting specific past due time frames.

3. Additionally, you have the option to select Transaction Codes (the system allows for multi-select too), so you can select which Transaction Codes you'd like to run Auto-Pay for as well.

4. Once your current configuration looks correct, click Get Auto-Pay List.

4. Select accounts to charge

1. Review the list of enrolled accounts.

2. Uncheck any account you do not want to charge.

3. Click Go to Next Step.

5. Review the job

1. Review the summary screen.

2. Select I have read this and understand.

3. Click Process Now**.

** Once you click Process Now, Auto-Pay can not be undone. Support is not able to undo an Auto-Pay job that has begun to process.

6. Monitor job status

You will be taken to a Status screen where you can monitor the status while it is being processed.

You'll notice a gray circle on the left, as well as the Pending status under Result. This means the job is released and waiting to be processed. You can also refresh the page to update the status indicator.

The total shows the total amount sent to process, but does not indicate the full amount processed successfully. There is always the possibility that someone's payment method is out of date, has insufficient funds, or fails for another reason.

Status indicators:

Gray — Waiting to process
Spinning dot — Processing (visible after refresh)
Green check — Processing finished

Once Auto-Pay has completed it's job, you'll see the Complete status, along with the number that were successful vs. failed.

Troubleshooting

Problem: The job shows “Complete,” but some payments failed.

Solution: Click the Job Date link to review failure reasons.

Problem: An account was charged full tuition instead of the prorated amount.

Solution: Confirm the Auto-Pay percentage matches the percentage used when posting tuition.

Problem: No accounts appear on the selection screen.

Solution: Verify accounts are enrolled in Auto-Pay and eligible under the selected charge method (and optional filters, if used).

Problem: I received multiple text notifications.

Solution: Large batches may be split into multiple jobs.

Frequently Asked Questions

Does “Complete” mean all payments were successful?

No. It means the job finished processing. Review job details for results.

Can I exclude specific accounts from a run?

Yes. Uncheck them before proceeding.

Can I rerun Auto-Pay?

Yes, but wait for the current job to complete and review prior results first to avoid duplicate charging.

What happens if a parent has a $0 balance?

With Charge by Tuition, tuition can still be charged even if the balance is $0.00.

How to run Auto-Pay

Prerequisites