Managing payments has never been easier! With Parent Pay, you can streamline transactions, automate billing, and manage payment methods effortlessly—all within a secure, user-friendly platform.
Whether you’re handling tuition payments, activity fees, or other childcare-related charges, Parent Pay ensures a smooth, reliable, and transparent payment experience for both organizations and families.
By enrolling in Parent Pay, you can eliminate manual invoicing, reduce administrative workload, and offer families a convenient, secure way to make payments—giving you more time to focus on what truly matters. ✅💳
📌 Note:
This setting is only available on the Portal and must be accessed via a web browser. ✅💳
📖 Table of Contents
Understand which roles have access to modify billing settings.
Learn how to set up Parent Pay for seamless online payments.
Explore how to access and manage your Parent Pay dashboard post-verification.
Exploring Parent Pay Settings and Options - A breakdown of key settings for managing payments and payouts.
Payments Settings - Manage Parent Pay payment status and transaction settings.
Understand how payouts work, including delays and frequency options.
Payment Methods Options - Learn about different payment methods supported by Parent Pay
Accepted Payment Methods - Available options such as cards, Apple Pay, Google Pay, and bank Debit.
Available Payment Settings (Card, Autopay & Fees) - Configure settings for card transactions, autopay, and processing fees.
Breakdown of application fees, processing fees, and payout charges.
How to Access Parent Pay Settings
To configure Parent Pay and manage payment processing, follow these steps:
1️⃣ Go to the Menu – Located on the far-right side of the screen.
2️⃣ Click on Finance – This will open financial management options.
3️⃣ Navigate to Billing Transactions – Found on the right side under the Finance section.
4️⃣ Scroll to the Parent Pay Section – If Parent Pay has been enabled for your center, this section will be visible here.
If you don’t see the Parent Pay section, it means the feature has not been activated for your center.
📌 Pro Tip:
If Parent Pay is not visible, contact your system administrator or Parent support team to start the procedure for enabling it at your center. This will ensure you have access to secure online payment processing and automated billing. ✅💳
Who Can Adjust Billing Settings: Parent Pay
Access to billing settings is determined by the user's role and permissions within the system. Here’s how access is structured:
1️⃣ Company Owners
✔️ Access Level:
Have full access to billing settings across all locations within the organization.
✔️ Why It Matters:
Ensures company-wide consistency management of Online Payment processing
2️⃣ Location Admins
✔️ Access Level:
Can access and adjust billing settings only for their assigned location(s).
✔️ Why It Matters:
Provides localized control, allowing admins to manage Payment Methods and settings specific to their center or site.
3️⃣ Authorized Staff
✔️ Access Level:
Staff members must have the "Billing Settings" permission enabled to access and modify Parent Pay billing settings for their assigned locations.
✔️ Why It Matters:
Allows designated staff members to assist with billing configurations without requiring full admin privileges.
How to Configure Parent Pay on the Portal
For users enrolling in Parent Pay, one of our dedicated success agents will guide you through the setup process, ensuring smooth and secure payment processing.
✔️ Create your Parent Pay payer account and complete the initial setup.
✔️ Set up your Stripe account, link payment methods, and add banking details.
✔️ Upload required documentation to verify your account.
✔️ Ensure full configuration so you can start processing payments seamlessly.
📖 Steps to Set Up Parent Pay on the Portal
1️⃣ Access Parent Pay Settings
Go to Billing Settings → Parent Pay.
2️⃣ Generate the Setup Link
Click on the Generate Setup Link button (valid for 5 minutes).
If the link expires, click Generate New Link to request a new one.
Click on Setup Parent Pay—this will redirect you to the Stripe gateway to finalize your setup.
📖 Setting Up Stripe Gateway for Online Transactions
3️⃣ Enter Your Stripe Account Information
✔️ Enter Your Email Address
✔️ Enter Your Mobile Number based on your region
✔️ Click Continue to receive a verification code sent to your phone.
4️⃣ Business Information Setup
✔️ Select Business Type: Company or Individual.
✔️ If applicable, confirm whether your business is registered in a Free Zone.
✔️ Click Continue
✔️Legal Name of Your Company
The official registered name of your business as listed in government records.
This name appears on legal documents, invoices, and tax receipts.
Ensures your business is recognized legally.
Used for verification by financial institutions and government authorities.
✔️Company Registration Number
A unique identification number assigned to your business upon registration.
Known as a Business Registration Number (BRN), Company Number (CN), or Business Number (BN) depending on the country.
Confirms that your company is legally registered.
Used for regulatory, tax, and banking verification.
✔️VAT Number (If applicable)
A Value-Added Tax (VAT) identification number issued to businesses that are registered for VAT.
Required for businesses meeting the minimum revenue threshold for VAT registration.
Used for tax compliance and invoicing VAT-charged services.
Ensures businesses can reclaim VAT on purchases and properly account for tax payments.
✔️Business Address & City
The physical location where your business is registered and operates.
Must be a valid address used for tax and legal purposes.
Required for business verification.
Used on official documents, invoices, and payment processing applications.
Business Contact Number
The official phone number used for business communications and customer inquiries.
Must be active and valid for verification purposes.
Enables banks, payment processors, and customers to contact your business.
Ensures compliance with financial and regulatory requirements.
Choose Your Industry & Add Your Website
Select the industry category that best describes your business operations.
Provide your business website URL (if available)
Helps payment processors categorize your business correctly.
Ensures customers and financial institutions can verify your legitimacy online.
Provide a Business Description
A brief summary of your business activities and the services/products you offer.
Gives payment processors and tax authorities clarity about your operations.
Helps establish credibility and ensures compliance.
Click Continue to Proceed
Once all details are entered, review your information for accuracy.
Click Continue to proceed with final verification and setup completion.
It will lead you to a page called Verify You Represent This Business
📌 Pro Tip: Ensure all details match your legal business records to avoid delays in approval and payment processing! ✅🏢💳
5️⃣ Verify Business & Owner Details
🔹 Step 1: Verify Your Business Representative
When setting up Parent Pay and linking it to Stripe, you must provide key personal details to verify your identity and comply with financial regulations.
✔️ Legal Name – Your full name as it appears on official documents (e.g., passport, ID card). Used for identity verification and compliance.
✔️ Email – A valid email address for receiving account updates, verification codes, and payment notifications.
✔️ Job Title – Your role within the business (e.g., Owner, Director, Manager). Helps establish business authority for financial transactions.
✔️ Nationality – Declares your citizenship, required for tax and identity verification based on country-specific regulations.
✔️ Date of Birth – Confirms your identity and legal eligibility to manage a business payment account. Must match your government-issued ID.
✔️ Home Address – Your residential address, matching official documents, used for identity verification and compliance.
✔️ Phone Number – A valid mobile number to receive verification codes and account updates for security purposes.
✔️ Personal ID – A government-issued identification document (e.g., passport, driver’s license, national ID) to confirm your identity.
✔️ Click Continue – After entering all required details, review for accuracy and click Continue to proceed to the next step in the verification process.
📌 Pro Tip: Make sure your address and ID details match your official documents to avoid verification delays! ✅💳
🔹 Step 2: Add a Business Owner
Provide owner details (if you are not the owner, enter their information).
🔹 Step 3: Add Another Executive (Optional)
If needed, add another admin or manager
🔹 Step 4: Public Details for Customers
Enter business information that will appear on parent invoices.
✔️ Click Continue to complete the process.
Once you click Continue, you will be directed to the next stage to add your Payout Account details, allowing you to receive payments seamlessly.
6️⃣ Adding Your Payout Account Details
Adding the Payout Account means entering your bank account details to receive the monthly fees from parents directly into your account.
📌 Steps to Add Your Payout Account
✔️ Step 1: Enter Your IBAN
Input your International Bank Account Number (IBAN) to link your bank account for payouts.
✔️ Step 2: Verify Your IBAN
Double-check that the entered IBAN is correct to ensure smooth payment transfers.
✔️ Step 3: Click the Save Button
Click Save to finalize the setup and enable automated transfers of collected fees to your bank account.
📌 Pro Tip: Ensure your IBAN is accurate to prevent payout delays and facilitate seamless transactions! ✅💳
7️⃣ Finalizing Your Parent Pay Setup: Review & Required Documents
Once you add your Payout Account, you will be directed to the Review Page, where you can:
✔️ Edit any previously entered information.
✔️ Complete any missing details required to finalize your setup.
📌 Required Documents to Complete the Process & Receive Payments Securely
To ensure compliance and receive fees safely, you will need to upload the following documents:
✔️ Business Registration Document – Proof of your business’s legal registration, such as a Business License or Articles of Incorporation.
✔️ Proof of Business Ownership (Memorandum of Association)– A document confirming the business structure, such as a Partnership Agreement or Shareholder Agreement.
✔️ Proof of Bank Account – A bank statement or letter verifying your account details.
✔️ Government-Issued ID – A valid copy of your Driver’s License or Passport for identity verification.
✔️ Passport – A copy of your passport to authenticate personal details.
📌 Pro Tip: Ensure all documents are clear and up to date to speed up verification and avoid any delays in processing payments! ✅💳
Accessing Parent Pay Dashboard After Verification
Once all documentation and settings have been processed and verified for setting up Parent Pay, you will gain full access to Parent Pay settings and dashboard directly within the app under Billing Transactions.
📌 Where to Find It:
✔️ Open the app and navigate to Billing Transactions.
✔️ Access your Parent Pay settings and manage payment methods and preferences
✔️ Monitor your financial dashboard for real-time insights into billing and payment processing.
💡 Pro Tip: Once activated, Parent Pay provides seamless payment management, allowing you to track transactions
📌 Exploring Parent Pay Settings and Options
With Parent Pay, you can manage payment processing, payouts, and payment methods efficiently. Below are the key settings and what they control.
📖 Payments
✔️ Parent Pay Payment Status:
If enabled, it means you can accept payments to your Parent Pay account.
📌 Status: ✅ Enabled
⚠️ Important Note:
This status may be automatically disabled if your account is missing required documents or if verification issues arise. It can also be manually halted by Parent Pay upon request or for other operational reasons.
📌 Pro Tip: To avoid disruptions, ensure all required documents are up to date and your account remains fully verified! ✅💳
📖 Payouts Status and Schedule
✔️ Parent Pay Payout Status:
If enabled, it means you can receive payouts to your linked bank account.
📌 Status: ✅ Enabled
✔️ Payout Schedule:
Determines how frequently funds are transferred from your Parent Pay account to your bank.
📌 Example: Weekly
Understanding Payouts & How the Payout Schedule Works on Stripe
A payout refers to the transfer of collected funds from your Parent Pay account to your linked bank account. The payout schedule determines how often these transfers occur and ensures you receive your funds on time and efficiently.
📌 How the Payout Schedule Works
✔️ Automated Transfers:
Stripe automatically initiates payouts based on a predefined schedule, ensuring regular fund disbursement.
Funds are deposited into your bank account without requiring manual intervention.
✔️ Payout Schedule Setup:
The Parent team configures the payout schedule internally based on your center’s preferences at the time of onboarding.
Once set, this schedule determines how frequently you receive payments from Parent Pay to your bank account .
✔️ Available Payout Frequency Options:
📌 The following payout schedules are available:
1️⃣ Daily Payouts – Funds are transferred every business day (subject to Stripe’s processing times).
2️⃣ Weekly Payouts – Transfers occur once per week on a fixed weekday (e.g., every Friday).
3️⃣ Monthly Payouts – Payments are disbursed once per month, typically on a set date (e.g., the 1st or 15th of the month).
📖 Payment Delay
This refers to the waiting period before a received payment becomes eligible for the next scheduled payout. This delay ensures that payments are held for a set time before being included in the payout cycle.
📌 How It Works
✔️ Processing Timeline:
Once a payment is received through Parent Pay, it must wait for the set delay period before it becomes eligible for payout.
After this delay period, the payment is automatically included in the next scheduled payout based on the payout frequency (daily, weekly, monthly).
✔️ Delay Options:
Minimum Delay: 3 days – The shortest period before funds are released.
Maximum Delay: 7 days – The longest time payments can be held before being eligible for payout.
📌 Example 1: 7-Day Delay with Weekly Payouts
Payment Received: March 1
Eligible for Payout: March 8 (after 7-day delay)
Next Weekly Payout Date: March 10
Funds Transferred: March 10
📌 Example 2: Payment Not Included in Payout Due to Delay Period
Payout Schedule: Every Friday
Delay Period: 14 days
✔️ Payment received on March 1 → Eligible for payout on March 15
✔️ Next payout date: March 8 → Payment not included because the delay period hasn't passed.
✔️ Payment will be included in the March 15 payout instead.
📌 Key Takeaway: Payments must complete the delay period before being transferred, meaning newer transactions may not be included in the immediate next payout. ✅💳
📖 Payment Methods Options
📌 Accepted Payment Methods:
Parent Pay supports multiple payment methods, allowing families to choose the most convenient way to make payments.
Cards – Accepts credit and debit cards (Visa, Mastercard, AMEX, etc.) for quick and secure transactions.
Apple Pay – Enables iPhone and iPad users to make seamless, contactless payments directly from their Apple Wallet.
Google Pay – Allows Android users to process payments securely through their saved Google Pay accounts.
Bank Debit– Supports direct bank-to-bank transfers, ideal for larger transactions or businesses preferring traditional banking methods.
Link Payments – A secure and fast payment method powered by Stripe that allows one-click checkout for parents who save their payment details for future transactions.
📌 Pro Tip: Offering multiple payment options improves convenience for parents and ensures timely payments with fewer delays! ✅💳
📌 Available Payment Settings:
✔️ Disable Card Payment Method:
✔️ What It Does:
Disabling this option removes the ability for parents to make payments using credit or debit cards.
✔️ Impact:
Parents will no longer be able to pay using cards.
Any saved card information for automatic or recurring payments will be deleted from their account.
Parents will need to manually enter payment details each time or save an alternative payment method (e.g., Apple Pay, Google Pay, or bank Debit) for recurring payment
📌 Pro Tip: Disabling card payments removes convenience for parents , so consider keeping it enabled unless necessary. ✅💳
✔️ Disable Autopay:
Autopay allows payments to be automatically deducted from a saved payment method (e.g., card, Apple Pay, Google Pay) when an invoice is due, ensuring on-time payments without manual action.
If enabled, it prevents automatic deductions, requiring parents to manually process each payment.
Useful for centers that prefer manual payment approvals or want parents to confirm transactions before processing.
📌 Pro Tip: Autopay helps reduce late payments, so disabling it may require additional payment reminders! ✅💳
✔️ Mandatory Autopay:
✔️ What It Does:
If enabled, all payers are automatically enrolled in Autopay.
A notification is sent to inform them about the change.
📌 How It Works:
Unlike simply enabling Autopay, which allows parents to choose whether to save a payment method for automatic deductions, Mandatory Autopay enforces it.
📌 Key Differences:
Standard Autopay: Parents can can enable Parent Pay, save a payment method, and have their bills deducted automatically on the due date.
Mandatory Autopay:
Once a parent makes a payment manually, their payment method is automatically saved for future automatic deductions.
Parents can view the saved payment method but cannot remove it or disable Autopay.
📌 Pro Tip: Mandatory Autopay ensures consistent, on-time payments, reducing missed payments and manual follow-ups! ✅💳
✔️ Add Card Processing and Application Fees to Payer Amount
📌 What It Does:
This setting allows you to pass processing and application fees onto the payer (parent) instead of deducting them from the center’s earnings.
💳 How It Works
There are two types of fees applied to transactions:
1️⃣ Application Fee – A fixed charge applied to a transaction. It is not related to the cost of processing the payment but is instead a fee imposed for using the platform’s services.
2️⃣ Processing Fee – A transaction-based charge for handling and facilitating payments. It covers the costs associated with banks, card networks, and payment gateways.
✔️ If Processing Fee Is Enabled to Be Charged to the Parent
✅ The processing fee is added to the total amount the parent pays when using the following payment methods:
Link Payments
Google Pay / Apple Pay
Card Payments
🔹 Exception:
Fees incurred from bank account transfers made by the parent are covered by the center and are not passed on to the payer.
❌ If Processing Fee Is Disabled
The center absorbs the processing fee, which is deducted from its payout rather than being added to the parent’s total payment, regardless of the payment method used.
✔️ If Application Fee Is Enabled to Be Charged to the Parent
✅ Regardless of the payment method the parent uses, the application fee (usually $0.50 per transaction) is added to their bill as part of their payment.
❌ If Application Fee Is Disabled
The application fee is deducted from the center’s earnings for each transaction, regardless of the payment method used.
🔹 Important Notes:
Processing fees vary based on the payment method used, determining whether the parent or the center is responsible for the charge.
Application fees are fixed and always apply to the parent if this setting is enabled.
Application fees remain constant, while processing fees are variable and calculated as a percentage of the total invoice amount.
📌 Upcoming Update
Parent is considering adding an option to apply processing fees from bank account transactions onto the parent instead of the center.
📌 Pro Tip
Exploring Parent Pay settings helps customize payment workflows, ensuring smooth transactions while keeping full control over payouts and fees! ✅💳
📖 Parent Pay/Stripe Dashboard
To access your Stripe Dashboard, navigate to Parent Pay settings and click Dashboard at the top right corner of the settings screen. This will redirect you to Stripe, where you can view all successfully processed and received payments along with key financial details.
Parent Pay Transaction Fees
Using Parent Pay is free to subscribe, but transaction fees apply to each payment processed and each payout transferred to your bank.
📌 Understanding the Fees
✔️ Application Fee (Parent Service Fee) – Charged by Parent per transaction.
✔️ Processing Fees (Stripe Fees) – Collected by Stripe, the payment processor.
✔️ Payout Fee – A flat fee per payout, regardless of frequency.
📌 Fee Rates
💰 Application Fee (Parent Service Fee):
$0.50 per transaction
💳 Processing Fees (Charged by Stripe):
✔️ PAD (Bank Debit Transactions): Fixed 60 cents for each transaction
✔️ Card Payments: 2.9% + $0.50 CAD
✔️ Google Pay / Apple Pay: 2.9% + $0.50 CAD
✔️ Link Payments: 2.9% + $0.50 CAD
📌 Pro Tip: Processing fees vary by payment method, so consider using bank Debit for lower transaction costs! ✅💳
💵 Payout Fee:
✔️ $5 per payout, regardless of payout frequency (daily, weekly, or monthly).
📌 Pro Tip: Payout fees apply per transfer, so choosing less frequent payouts may help reduce costs. ✅💳
📖 Want to Master Billing Transactions?
💡 Take a deep dive into payments & payouts to ensure seamless financial management with Parent Pay!
🔍 What You'll Discover:
✅ How to track and manage transactions effortlessly.
✅ Understanding processing fees, payouts, and reconciliation.
🚀 Level up your billing expertise and take full control of your financial operations today! ✅💳