The BEE SuiteChildcare CRM & OperationsAll guidesAgency Payment And Reconciliation SOP
Use the baseline instructions until your exact school is activated. After activation, use the expanded deposit, independent-review, and dedicated agency ledger procedure without changing what the family owes.
Before you begin
Have these ready
- Exact school and agency program
- Current remittance notice, portal record, check stub, or ACH advice
- Provider/vendor number and child authorization
- Submitted claim confirmation and agency decision/reference
- Approved amount, paid amount, paid date, method, and external reference
- Claim-by-claim allocation for a multi-claim deposit
- A different authorized reviewer and an accountable follow-up due date
Immediate stop conditions
- The program says Setup required
- The claim is not approved or partially paid
- The payment exceeds the remaining approved amount
- The agency has not supplied an exact multi-claim allocation
- The payment reference is already recorded
- The accounting period is closed
- Any school, child, authorization, period, amount, date, or reference conflicts
Step-by-step procedure
Choose the procedure that matches the activation state shown for the exact school. Complete its steps in order and refresh before repeating any action.
Before activation: baseline Record remittance
This is the production-safe procedure for a school that has not been explicitly activated for expanded reconciliation.
- Open Billing & Payments > Billing & invoices > Agency receivables for the exact school and open the approved or partially paid claim.
- Choose Record remittance on that claim. Enter the exact amount, agency paid date, payment method, and unique ACH, check, or portal reference from the remittance evidence.
- Review the school, claim, evidence, amount, date, method, and reference, then choose Save remittance once. Do not repeat the action after a timeout until you refresh and confirm whether it saved.
- Refresh and verify the claim paid amount and status, the recorded remittance and reference, and that parent-visible family responsibility did not change.
- Before school activation, correct an erroneous direct entry with Reverse remittance and a specific reason. Verify the original and compensating history remain visible; never delete or overwrite the original.
After release and exact-school activation: expanded reconciliation
- 1
Confirm the school and program are ready
- Sign in through the Director workspace, confirm the exact school, then open Billing & Payments > Billing & invoices > Agency receivables.
- Select the school and check Programs ready.
- Continue only when the selected program shows Ready and its school-specific provider/vendor identity, submission method, and payment setup are documented.
- Before the expanded workflow is activated for that school, accounting must also configure its A/R, cash, adjustment, and cost-center mappings and verify two distinct authorized reviewers.
Stop condition: Stop if the wrong school is shown, the program says Setup required, or any provider, portal, or payment setup belongs to another location.
- 2
Match the authorization and approved claim
- Match the agency, child, family, authorization number, coverage dates, service period, rate, units, and family copay.
- Confirm required documents are complete and the external agency submission reference is recorded.
- Continue only when the agency decision is recorded and the claim status is approved or partially paid.
Stop condition: Do not mark a claim submitted or approved just to fit an old deposit. Historical payments need exact claim, authorization, service-period, and decision evidence.
- 3
Match the remittance evidence
- Use the agency remittance notice, portal transaction, check stub, or ACH advice.
- Confirm the exact amount for this claim, paid date, method, and ACH, check, or portal transaction reference.
- When one deposit covers several claims, use the agency's exact claim-by-claim allocation and verify the allocations add up to the deposit.
Stop condition: Do not use a Stripe payout or a bank deposit by itself as remittance proof, and never guess how to split a deposit.
- 4
Prepare one deposit batch
- Enter the unique payment reference, exact deposit total, agency paid date, method, evidence name, secure evidence reference, and follow-up due date.
- Allocate the deposit across every claim shown on the remittance advice; leave any unsupported remainder as unapplied cash.
- Save once. The batch stays pending and does not change claims or the ledger until a different reviewer approves it.
Stop condition: Do not use a family cash/check action, guess an allocation, or enter passwords, bank account numbers, routing numbers, or provider credentials in notes.
- 5
Obtain independent review
- A different billing administrator or accounting reviewer compares the batch, evidence, claims, and allocations.
- Approval posts every claim allocation and any unapplied cash together; the preparer cannot approve their own batch.
- Later use of unapplied cash also requires a different reviewer and posts in the current open accounting period.
Stop condition: Reject the batch if evidence conflicts or if allocated plus unapplied cash cannot equal the deposit exactly.
- 6
Reconcile claims, cash, and ledger
- Verify claim paid amounts changed exactly once and deposit total equals allocated plus unapplied cash.
- Confirm approved claims minus active remittances minus unapplied cash plus adjustments equals the agency-ledger balance with zero variance.
- Review aging, overdue follow-ups, pending reviews, legacy family-ledger history, and unchanged parent-visible responsibility.
- Export claims, deposits, ledger activity, and reconciliation for accounting; configured GL and cost-center codes are included.
Stop condition: If any variance remains, stop and escalate. Never post a duplicate remittance or family payment to force a match.
- 7
Correct through reversal, never deletion
- Reverse the whole deposit batch when its payment reference, total, or evidence is wrong.
- Use reviewed adjustment requests for write-offs, recoupments, overpayments, and correction increases or decreases.
- Close accounting periods only after reviews and exceptions are cleared; reopening requires a retained reason.
Stop condition: Never delete, overwrite, or silently backdate activity. Preserve the original, compensating entry, reason, reviewer, and replacement.
Frequently asked questions
Does Mark submitted send the claim to the agency?
No. Submit through the agency's approved external channel first. Mark submitted records the confirmation reference afterward.
Can I use the school's Stripe payout as the agency payment?
No. Stripe payout routing is separate and does not prove the agency, authorization, service period, claim, amount, or agency approval.
Can I post this as a family cash or check payment?
No. Use Record remittance before exact-school activation; after activation, prepare an agency deposit batch. Both paths keep agency cash separate from family payments.
What if one deposit covers several claims?
Prepare one batch and add the agency's exact claim allocations. Unsupported cash remains unapplied with an owner and due date.
What if the family ledger does not change?
That is expected for new agency activity. Approvals and remittances post to the separate agency ledger; family-ledger compatibility entries are limited to clearing pre-existing agency receivables.
What if I entered the wrong amount or reference?
Before activation, reverse the direct remittance with a specific reason and record the corrected remittance. After activation, reverse the whole batch and prepare its replacement for independent review. Verify every compensating entry.
Can I change a closed month?
Not directly. Accounting must reopen it with a retained reason, or post the correction in the current open period while preserving the original event date.
Reconciliation is complete only when
The independently reviewed deposit equals claim allocations plus unapplied cash, the calculated and ledger balances have zero variance, exceptions have owners, family responsibility is unchanged, and the accounting period can be closed without deleting history.