# Invoice an enrollment fee before care starts

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Use this flow for an approved enrollment, registration, or deposit fee before care begins. A pending family appears in the family selector with `Pending / waitlisted`; changing enrollment status is not required.

1. Open `Billing & Invoices`, select the exact school, and choose the prospective family.
2. Confirm the pending/waitlisted banner and the correct family and child names.
3. Select `Prepare Enrollment Fee`.
4. Use `Custom charge` for an entered approved amount, or `Product / fee` when the school already has the exact fee configured.
5. Enter the approved amount, due date, billing period, and description, then create the invoice.
6. Reopen the ledger and verify the invoice appears exactly once. If payment instructions are needed, use the separate secure parent payment flow.

Do not use a tuition plan for a prospective family. This action does not make the child current, assign a classroom, start recurring tuition, enable autopay, or charge a payment method. If the family already has a current sibling, select the pending child under `Family charge`; the pending child still cannot receive recurring tuition.

## Verify the result

One approved invoice appears without changing enrollment or autopay.

## If something goes wrong

Do not mark a child enrolled to make the family billable. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md — Invoice A Pending Or Waitlisted Family. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.