Set Up Recurring Payments

Make it easy for families to pay tuition on time by setting up automatic payments from their bank account or credit card.

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Learn more about sending forms to multiple families at once Recurring Payment Request – Batch.

Getting Started

Go to Family Data & Accounting > Account.
Select the family.
Click Tuition Express .

Send a Digital Recurring Payment Authorization Form

Securely collect payment details without handling paper forms or worrying about PCI compliance. Parents can complete a digital form to provide their credit card or ACH information, which your center can use to process automated tuition payments. We recommend using the Digital Recurring Payment Authorization Form whenever possible, as it uses the Recurring Payment Link — a more secure way to collect and store payment information.

Send Forms Individually
Important: After sending the authorization form, parents have four days to complete and submit it. If a form expires, the process below must be repeated.

Go to Family Data & Accounting > Account.
Select the family.
Click the Recurring Payments Request .

Complete the Recurring Payments Request fields.
1. Payment methods accepted by center - select Credit Card or ACH.
2. Authorization Submitted Notification - select the email address where the completed forms should be sent.
3. School Contact Information - is populated from the Edit School Information window and can be edited as needed.

Review the payer information section.

Message Displays
If the message displays ‘There is a pending profile ready to import’, the account has been updated but not yet synced with Tuition Express.

If the family has a payment method on file, the last four digits of the account or card is displayed. You can also add a new payment or update an existing one
Select Account Payer - select the individual to receive the authorization form.
Choose to send the form via Text and/or Email.
Text/Email - the Text/Email are populated from the person record. Update the fields if needed.
Click Send.

School Contact Information
The contact information will appear in the email message that families receive. To update this information, you must have edit permission. Go to Procare Home > Configuration > System > Locations & Users > double click Regions & Schools > Select a school > Edit.

The parent will receive a text or email with a link to the form. When the parent clicks the link, the Recurring Payments Authorization Form will open.

Once completed, they can save or print their authorization form.

Manually Set Up a Family for Recurring Payments

Download the Tuition Express Authorization Form for scenarios requiring a wet signature from a payer. This applies when adding a new payment method or updating the preferred method through the Payment Profile page.

Go to Family Data & Accounting.
Select the family’s account.
Click Tuition Express .
Click Manage Methods. The Payment Method Type window opens.
Payment Method Type: the fields change based on the Payment Method Type.
1. Card = Credit or Debit
2. ACH = Checking or Savings
  1. For this option, you must first select Payment Type > ACH.
3. Enter the required payer information.
  Credit Card Batch Payment Processing
  The CVV field is not required for batch payment methods in the software, which is why it does not appear on the authorization form.
4. Click Save.
5. To apply, click Apply & Exit.
You are returned to the Tuition Express window.
1. Go to Settings. Enter the Maximum Amount that can be withdrawn per transaction. This should be higher than the usual payment to cover extra charges, such as late pick-ups or supply fees. For example, a $200/week fee, a maximum of $450 is recommended.
2. Enter the Start Date to begin payments. This is usually today’s date unless a future start date has been arranged with the family.
3. Add any Comments as needed. These are for internal use only.
4. Click Save & Exit. The information will be submitted for approval.
Once processed, the family’s status will display as Approved on the Tuition Express window.
Finalize Payment Setup After Authorization
1. After parents complete the authorization form, go to Family Data & Accounting > Tuition Express > Process Tuition Express to synchronize accounts.
2. The payment profiles will automatically begin to synchronize. Once complete, click Next.
1. After synchronizing the profiles, the payment information will populate on the Tuition Express window.
  Warning
  Clicking Clear will delete the payment information saved in Tuition Express.
2. Click Print Electronic Agreement to print the completed authorization form.
3. Go to Account > Log Sheets to view a history of Recurring Payment Request forms sent to parents.
Add Additional Payment Methods (Desktop Payment Profile)
Centers can now add new payment methods directly to a family’s payment profile in Procare Desktop.
Add a New Card or ACH Payment Method
1. Go to Family Data & Accounting.
2. Select the family’s account.
3. Click Tuition Express .
4. Click Manage Methods.
5. Payment Method Type - the fields change based on the Payment Method Type.
  1. Card = Credit or Debit
  2. ACH = Checking or Savings
    1. For this option, you must first select Payment Type > ACH.
  3. Enter the required payment details.
  4. Click Save. The most recently added method will automatically be set as the preferred method.
Update Preferred Payment Method
1. Go to Family Data & Accounting.
2. Select the family’s account.
3. Click Tuition Express .
4. Click Manage Methods.
5. Locate the payment method, click Set as Preferred Method. The preferred method moves to the top of the list to indicate it is now the default method. The default method is noted with a star icon.
6. The preferred payment method is also visible when you open the payer’s profile.
Disable Batch Processing for an Individual Family
Batch Processing
Batch processing is automatically enabled when Tuition Express is activated. Follow the instructions below to disable individual batch processing.
Learn more about Batch Recurring Payments.
1. Go to Family Data & Accounting.
2. Select the family’s account.
3. Click Tuition Express .
4. Go to Settings.
5. Check the box Disable batch processing for this account.
6. Click Save & Exit to apply your changes.
FAQ - Set Up Recurring Payments
Can I edit payment information at a later time?
No, but you can add a new payment method and remove an old one using Manage Methods.
Do I need to store the signed authorization forms?
Yes, it is recommended that you print and store all completed forms securely for compliance purposes.
Can families have multiple payment methods?
Yes. You can save multiple payment methods within the payer profile. The most recently added becomes the default, but this can be changed.
Note: The system does not default to attempting other saved payment methods if tuition is not collected using the preferred method.
Why would a center want to manually set up a family for recurring payments?
Sometimes, families have not provided their payment details online or need help setting up recurring payments. Manually entering their payment information helps your center get started quickly.
Where can I find the payment authorization form for a wet signature?
Download the form: Tuition Express Parent Authorization Form. Use this form to collect a wet signature for newly added payment methods. We recommend using the Digital Recurring Payment Authorization Form whenever possible, as it uses the Recurring Payment Link — a more secure way to collect and store payment information.