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800.220.4111

At a Glance

Organization

Kids Club – Centennial School District #12

Location

Circle Pines, MN

Business Challenge

Staff spent too much time preparing invoices and processing payments. Plus, calculating late payments and collecting delinquent fees were a hassle.

Solution

EZ-CARE2 onlin billing and payments by credit and debit

Key Results

  • Reduced time spent on billing and payment processing by over 50%
  • 60% of families now pay electronically, with 20% of those families paying within 24 hours
  • Reduced collection hassles from delinquent payers
  • Improved image with parents, as well as their happiness/satisfaction

Kids Club - Centennial Community Services

Kids Club provides high-quality before and after school care, preschool for 4 year-olds, and a summer program for middle school students. They have over 600 families and 800 children between all their programs.

Business Challenge

Dawn Turnblad, Registration & Billing Secretary, and another staff member from her business office, were spending a full day plus over-time every month just to prepare the billing, then print and mail invoices. She noted, “We were using a mom and pop software system based on an Access database. It took a ton of time to input data just to get the invoices ready – I had to input 6 different areas of the program for 600 families every month. I also had to calculate late fees, and add them to current invoices. There were glitches in the system, it was inaccurate, and there were human errors – it was horrible.”

All of that was just at the beginning of the billing process. There were also time-consuming aspects related to payment processing and collections. Dawn elaborated, “We only accepted checks, so they would then have to be processed and manually applied to each account. Another aspect of only accepting checks was parents who didn’t have money in their bank account would just not pay or pay late. We’d have to chase people for money, calculate late fees – it was a real pain.”

Solution

After getting EZ-CARE2 in 2006 to simplify billing and childcare management, and realizing the time-savings from that, she set about task of “convincing our school administration and business office that accepting credit card payments was a necessity and smart business – it only took three years!” So in 2009, they implemented online billing and payments, which provides a link in emailed childcare invoices that makes it quick and easy for parents to pay tuition bills online, and a virtual terminal module, which empowers staff to process credit and debit card payments in real-time, directly from within EZ-CARE2.

Key Results

As soon as they implemented these payment processing solutions, and began accepting credit cards, Dawn saw immediate results. “First, with EZ-CARE2, the whole billing process now only takes me an hour. I do a little prep work by running an aging report to see who owes us money, add it to the current fees and I’m done. EZ-CARE2 prints outs the invoices with the data already merged, and also merges the data into the emails for Click-to-Pay. I don’t have to go into spreadsheets any more to find delinquencies. I send the printed invoices and Click-to-Pay emails all at once. Click-to-Pay and Insta-charge have been fabulous since day 1.”

From: Dawn Turnblad
To: EZ-CARE2

I’ve received so many emails saying thank you for entering the 21st century! Parents are absolutely loving it. Allow me to share with you some emailed comments received from parents as a result of
implementing Click-to-Pay:


“THANK YOU! THANK YOU! Life has been made much easier as a result of you adding this feature.”

“I LOVE the pay by credit card feature!”

“This is so AWESOME!”

“Yeah! I’m so glad you implemented this option.”

“That is the most awesome thing! Thank You!”

“This is so great! Thank you!”

“Thank you for finally allowing credit card payments!”

“OK, I know you don’t like responses because it overwhelms your email, but I just have to say THIS ROCKS! THANK YOU for this option!!!”

“First time I have paid early all year – LOL! Thanks for that option”

“I really like the new option of paying Kids Club bills by credit card online :)”

“Way cool, I will use that option for sure. THANKS!”

“This is awesome for people like me…who forget to drop the payments off :)”

“I love it when life runs smoothly!”

Key Results

As soon as they implemented these payment processing solutions, and began accepting credit cards, Dawn saw immediate results. “First, with EZ-CARE2, the whole billing process now only takes me an hour. I do a little prep work by running an aging report to see who owes us money, add it to the current fees and I’m done. EZ-CARE2 prints outs the invoices with the data already merged, and also merges the data into the emails for Click-to-Pay. I don’t have to go into spreadsheets any more to find delinquencies. I send the printed invoices and Click-to-Pay emails all at once. Click-to-Pay and Insta-charge have been fabulous since day 1.”

Enrolling Parents/Early Success

One of the first steps after implementation was to educate parents about the new service and the fact they now took credit cards. “We rolled it out by putting a blurb in our newsletter, a note on our invoices and also on our registration forms. It said ‘Now we have two ways to pay – check or credit/debit card – and you can pay online, over the phone, in person or by mail. To pay online, simply give us your email address to get your invoice and payment link via email.'”

“When we first announced that we would offer it, parents acted like they weren’t interested and we thought maybe this isn’t going to work. However, in the first 15 days, 84 parents paid tuition using Click-to-Pay, totaling $25,320.58! We didn’t expect such quick results. Now, of the 600 families, we have 60% paying with Click-to-Pay, and on average, 70 parents pay the first day they get the electronic invoice. That means we receive full payment from 12% of our families, and close to 20% of all Click-to-Pay users within 24 hours! Over the last year, we’ve collected over $900,000 via credit cards.”

Reduced Collection Hassles

With more ways to pay, Kids Club has been able to reduce collection problems and bad debt. Dawn noted, “We have less collection hassles since people low on cash can just put it on their credit card. No more chasing people means I don’t have to put the bloodhounds out.”

Time & Money Savings

Besides collecting more bad debt, Kids Club has also been able to save money too. Dawn mentioned “I used to have to stay late and get paid comp time to get our billing done, and I needed another person to help me. Now, I do it myself in an hour. And with 60% paying by credit card, the business office has fewer payments to process by hand. The money is collected in real time and goes directly to the bank, and at the end of each day, I download the transactions in 3 seconds to update our EZ-CARE2 records automatically. I don’t have to do any data entry or calculations. When you add up the reduced time from the billing setup, collections, data entry, and less check processing, the time savings has been tremendous, which has saved us money.”


Dawn concluded “The Superintendent has personally congratulated us, as even HE is hearing from ecstatic parents. We are so thrilled with the results.”


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For more information, please call us at 800-220-4111 or visit: www.ezcaresoftware.com/moreinfo