Subsidy authorizations and billing
Schools in all 50 states and Washington, DC can record approved agency agreements, bill the family share and reconcile agency receipts. Copy the agency’s decision; Ashby does not decide benefits or prepare state claims.
Open Billing → Subsidy authorizations and choose the child. Copy the approved agreement, review and save.
For a non-relative Texas provider, open Texas payment periods. Copy the full 14-day period from the official statement, approved enrolled days, parent share, other funding and evidence reference. Review the expectation before saving. Correct or withdraw a review with a reason; ask an owner to review retention again.
For a NYC voucher agreement serving both voucher and private-pay children, open Published rate comparison and choose New York City. Copy the approved city county, provider, age and daily/part-day category, comparison date and matching private-pay rate. DOE/local-district contracts, enhancements and hourly or weekly conversions need separate review.
For a Washington licensed center, open Published rate comparison and choose Washington. Copy the county, approved age and full-day or half-day category, then choose a date within the agreement and reviewed table period. Compare the saved rate with the base reference; home care, tiered reimbursement, special needs and supplements need separate review.
For a Pennsylvania or Illinois licensed center, choose that state in Published rate comparison. Copy the approved ELRC region or county group, age and daily category, then compare the saved rate with the published base reference. This does not calculate the provider’s payable amount; private-pay limits, quality enhancements, extended care and other adjustments need separate review.
For a Florida licensed center, open Published rate comparison and choose Florida. Copy the approved county, age and full-time or part-time daily category. Compare the saved rate with the standard School Readiness reference. Gold Seal, QPI/local quality increases, child assessments, special needs, contracted slots and VPK wrap care need separate review.
For a Michigan licensed center, choose Michigan in Published rate comparison. Use an hourly agreement and copy the approved quality and age category. Compare the hourly reference only; do not multiply it by hours to estimate the separate two-week payment.
For a Texas daily agreement within October 2025–September 2026, open Published rate comparison and choose Texas. Copy the approved Board, provider, rating, age group and care time, enter your published daily rate and review the comparison against the Board’s rate addendum.
For an unadjusted California voucher agreement, choose California in Published rate comparison. Copy the county of care and approved provider/age category, choose a date within the agreement and table review period, and enter the published daily or hourly rate. Direct-service/SRR contracts, adjustments and supplements need separate review.
Open Invoices and receipts. Choose Issue invoice, the family payer and period; enter the total and each funding share, then review before confirming.
Record agency funds after they arrive, using the exact receipt line reference, amount, date and evidence file. Review the shortfall or overpayment.
To review a CSV, download the template in Review CSV, copy up to 200 lines for this authorization, then preview. Select and confirm one matched receipt at a time; review the file again after saving.
Use Reverse receipt with a reason for a correction; this sends no refund. Ask an owner to review retention again after new financial history.
- How it works
- Authorization saving alone creates no charge. Monthly agreements use whole months without daily conversion or partial-month calculation. Published rate comparison asks for the original agreement state; unknown, unsupported or changed school states stay with manual records. Selecting a state never rewrites history. A separate invoice action preserves the original total and all funding shares; only the family portion enters family payments, fees, autopay and unpaid-balance reminders. Agency receipts carry no Ashby fee and never change family debt. A zero family share needs no payment even if agency money is outstanding. Issued amounts do not change when an authorization is amended. Exact receipt references stay reserved after reversal. Ordinary invoice preparation skips an already billed identical period and refuses different overlapping periods. Texas rate check compares the saved daily rate with the published Board table and your entered private-pay rate. It does not approve a rate, change an agreement or calculate a payment. California rate check uses the base Regional Market Rate for the agreement’s daily or hourly unit; it never divides weekly/monthly rates. The review date limits the available evidence, not the legal life of the rates. Local changes and enhanced rates still need review. Texas non-relative providers are paid prospectively from enrollment and do not submit attendance reports or invoices for payment. Relative providers are paid afterward using verified attendance. Ashby’s family-share invoice is an internal billing record, not a Texas agency claim. The workflow does not submit claims. Texas payment-period reviews preserve the approved daily rate and funding basis separately from invoices and receipts. Absences do not reduce approved enrolled days. Partial periods, relative care, multiple rates and inferred monthly parent-share allocations need separate review. A saved expectation creates no invoice, payment or agency claim; corrections and withdrawals preserve earlier evidence. State comparisons and new Texas expectations need a saved original school state matching the current school. Older agreements with an unknown original state use the manual records. Changing the school state does not rewrite history; existing Texas reviews remain readable and can be withdrawn. The accountant spreadsheet covers family invoices/payments; reconcile agency funding using its separate history. Amendments, invoices, receipts and reversals need another owner retention review, which cannot shorten an earlier decision or precede the complete history. Child holds still apply.
What this is
Billing shows upcoming tuition bills, what families paid, and what needs attention. You can also download a spreadsheet for your accountant.
Online payments are optional, with no paid plan or upgrade. Each successful card or bank payment has a $1.99 Ashby fee plus Stripe processing fees. Recording cash or checks is free.
Do this
After you sign in, open Billing from the left menu. Use Overview to check payments this month, money still owed, and invoices to review. Review drafts and View unpaid open the matching invoices. Review payment problems opens this month’s failed or returned payments.
On Billing Overview, check the ready children in Upcoming tuition bills, choose Start billing, and confirm once. Use each row’s menu to review dates and who pays. Existing children start with the next unbilled period after the current period ends; a new school year is not required. Fixed tuition repeats automatically. Review attendance-based bills after care, and use Add a charge for extras.
Select an invoice to record a check or cash payment, or void one that should not be collected.
Use School settings → Tuition plans for rates, Bank & payments for online payment fees, and Who pays tuition for payment splits. Reports shows collections, unpaid balances, payment activity, and the accountant spreadsheet.
How it works
Tuition plans → By location holds bill timing. Fixed tuition defaults to seven days before care, due on the first day. Late first bills allow seven days to pay. Autopay requires payer authorization and waits until the due date.
Save rate or payer changes, then preview and confirm their effective date in Billing. Existing bills keep their amounts. Pause when needed; on withdrawal, confirm the final billable date and any notice period. An agreed term end requires renewal; arrangements without an end date continue automatically.
- Invoice
- what a payer owes for a period. Drafts stay private until you approve them. A period that is already billed is not charged again. For overlapping dates, review the existing invoice and use an adjustment if needed. Wait for a processing payment to finish before adjusting or voiding an invoice. A credit cannot exceed the unpaid balance. A full credit closes an unpaid invoice without recording a payment. A bank payment can be returned after it first shows as successful. Returned or fully refunded payments no longer count as collected. Open Payment activity to review the current status.
- Payer
- who owes the money. Not always the same person who picks up the child.
- Plan
- a named tuition rate at this location (for example full-time monthly). Drafts prorate starts, stops and payer changes using calendar days in the plan’s billing cycle.
- Who pays tuition
- links a child to one or more payers with a percentage or fixed amount and start and end dates. Use Edit arrangement to change a share. Fixed amounts apply each tuition cycle and are prorated for partial cycles. Existing invoices keep their saved amounts.
- Export
- a spreadsheet of invoice and payment lines for your accountant, for up to 366 days. Draft invoices are excluded. Payments in the selected dates remain included when their invoice was issued earlier, without repeating the earlier charge. Changing the dates or leaving the page cancels a pending download. Ashby is not your general ledger.
Hours worked
A timesheet is a summary of actual staff clock entries for payroll review. Open Billing → Hours worked, choose a person and create an hours summary. The initial dates cover the previous calendar month; change them for another pay period. Correct missing entries with a reason, approve completed hours, then download CSV for your payroll provider. Scheduled shifts do not create hours worked. Changed hours need a fresh review before export. Ashby does not calculate wages or run payroll.