Note: Before taking payments from parents, you need to have a payments account set up. You can find a walk-though guide for setting up one up here.
Once you’ve set up your Stripe account, you’re ready to begin collecting payments. For help tracking cash & cheque payments and refunds, head over to our Cash Management guide.
Create a payment request
Before parents can pay for items at your school, you first need to request payment. Click Payments > Requests > Create New Request and you’ll see a screen like this:
All you need to get started is a title, an amount and some students, but you can provide additional info if you wish.
At each stage you can save a draft, or continue and take your payment request live once all the required details have been added.
At the payment details stage, you can:
- set a due date for the payment.
- choose which account you’d like the funds to arrive in.
- assign an accounting code to this income. This helps you and your accounting software attribute the income to the correct account once payment is received. Out of the box, Parent Hub uses the standard DfE chart of accounts – if you use something else, just let us know.
This is also the time to decide whether to allow parents to pay by instalments (split payments) or require a single payment for the full amount.
When you’ve added everything you need, it’s time to take the request live.
Let parents know
Parents can now find the request in the app, but we recommend sending them a message about it so it’ll be right at the top of the Hub!
Parent Hub combines payments and messaging. Want to send a reminder to just those who haven’t paid? Tap Unpaid > Select All > Message Selected:
Apply discounts and adjustments
Edit the amount to pay to allow certain students to pay less, for example for Pupil Premium. This means you don't need to remove a student and create a new request when you want to change how much they have to pay. Parents will only see the new, adjusted amount in the app, and when payment is complete, they’ll show as ‘fully paid’.
When will I receive the funds?
Unless you've agreed specific payment terms with us, aggregated funds are paid out to your nominated bank account(s) on Tuesdays, a minimum 7 days after payment was collected.