Payment Processing

Payment Processing

Quanta’s integrated payment system handles billing, invoicing, and payment tracking for all sessions and subscriptions.

Payment Models

Quanta supports multiple payment approaches:

Pay-Per-Session

Charge per individual session:

• Flexibility for variable schedules
• No recurring commitment
• Ideal for trial students
• Simple tracking per session

Example:

Session: 60 minutes
Rate: $50/hour
Total: $50 per session

Monthly Subscription

Fixed monthly fee based on tier:

• Unlimited sessions included
• Predictable revenue
• Better for committed students
• Simplified billing

Example:

Tier: Pro ($299/month)
Includes: Unlimited sessions
Billing: Monthly on enrollment date

Hybrid Model

Combination of subscription + additional charges:

• Base monthly fee
• Extra charges for premium services
• Ideal for learning centers
• Flexible scaling

Example:

Base: $199/month
Per session over limit: $25
Premium tutoring: +$50/hour

Setting Pricing

Configure Tier Pricing

1. Go to Settings → Pricing
2. For each tier, set:
   • Monthly fee
   • Per-session rate
   • Session limit
   • Features included
3. Click Save

Pricing applied to all new enrollments.

Set Student-Specific Rates

1. Open student profile
2. Click Pricing Settings
3. Enter custom rate (if applicable)
4. Select billing model
5. Save

Custom pricing overrides tier defaults.

Invoicing

Automatic Invoice Generation

Invoices automatically created for:

• Monthly subscriptions (1st of each month)
• Pay-per-session (after session completion)
• Bulk session packs
• Custom charges

View Invoices

1. Go to Billing → Invoices
2. Filter by:
   • Date range
   • Student
   • Status
   • Amount
3. Click to view details

Invoice Details

Each invoice shows:

• Invoice number
• Invoice date
• Due date
• Student name and address
• Itemized charges
• Total amount
• Payment instructions
• Terms and conditions

Send Invoice

1. Open invoice
2. Click Send
3. Choose method (email, SMS, in-app)
4. Confirm recipient
5. Send

Invoice delivered with payment link.

Payment Processing

Accept Payments

Quanta accepts:

• Credit/debit cards (Visa, Mastercard, American Express)
• Bank transfers/ACH
• PayPal
• Apple Pay
• Google Pay

Record Payment

Automatic (from payment link):

• Student clicks payment link
• Enters payment details
• Payment processed immediately
• Receipt generated

Manual (by educator):

1. Open student account
2. Click Record Payment
3. Enter:
   • Amount
   • Payment method
   • Date
   • Reference (optional)
4. Confirm

Payment recorded in system.

Payment Status

Track status of each payment:

Status	Meaning	Action
Pending	Awaiting processing	Monitor
Processing	In progress (2-3 days)	Wait
Completed	Successfully processed	Confirmed
Failed	Transaction declined	Retry
Refunded	Money returned	Close

Payment Reports

Revenue Report

1. Go to Reports → Revenue
2. Select date range
3. View:
   • Total revenue
   • By student
   • By session
   • By payment method
   • Trends

Payment Status Report

See all outstanding payments:

1. Go to Reports → Outstanding
2. View:
   • Students with unpaid invoices
   • Amount owed
   • Days overdue
   • Payment plans
   • Contact info

Reconciliation Report

Match system payments with bank deposits:

1. Go to Reports → Reconciliation
2. Select period
3. Compare:
   • Expected vs. actual
   • Flagged discrepancies
   • Settle mismatches

Payment Plans

For students with larger unpaid balances:

Create Payment Plan

1. Open student with outstanding balance
2. Click Create Payment Plan
3. Set:
   • Total amount owed
   • Number of installments
   • Payment schedule
   • Start date
4. Send to student for approval

Payment Plan Example

Outstanding Balance: $600
Plan: 3 monthly payments
Schedule:
- August: $200 (due Aug 1)
- September: $200 (due Sep 1)
- October: $200 (due Oct 1)

Track Payment Plan

Monitor progress:

• Next payment due date
• Amount paid to date
• Remaining balance
• On-time/late indicator

Refunds

Process Refund

For cancellations, no-shows, or errors:

1. Open payment record
2. Click Refund
3. Enter:
   • Reason for refund
   • Partial or full
   • Amount (if partial)
4. Confirm

Refund initiated and tracked.

Refund Status

Track refund process:

• Initiated - Refund request submitted
• Processing - Bank processing (3-5 days)
• Completed - Funds returned to source
• Failed - Contact payment processor

Automated Billing

Set Up Auto-Pay

1. Go to Settings → Auto-Pay
2. Choose:
   • Which students
   • Payment method
   • Frequency (daily, weekly, monthly)
   • Amount
3. Enable

Payments automatically processed on schedule.

Failed Payment Retry

System automatically retries failed payments:

• First retry: Same day
• Second retry: +1 day
• Third retry: +3 days

After 3 failures, payment marked as failed.

Payment Security

PCI Compliance

• All payments PCI-DSS compliant
• Secure encryption of card data
• No card storage on Quanta servers
• Third-party payment processor handles all sensitive data

Safety Features

• SSL/TLS encryption
• Two-factor authentication
• Transaction monitoring
• Fraud detection

Reconciliation and Accounting

Monthly Reconciliation

1. Go to Finance → Reconciliation
2. Match:
   • System invoices
   • Recorded payments
   • Bank deposits
3. Flag discrepancies
4. Resolve issues

Financial Reports

Generate for accounting:

• Income Statement - Revenue summary
• Cash Flow - Money in/out
• Aging Report - Outstanding balances
• Tax Report - For tax filing

Export Data

1. Go to Reports → Export
2. Choose format (PDF, Excel, CSV)
3. Select date range
4. Download or email

Best Practices

1. Invoice promptly - Send invoices within 24 hours of session
2. Follow up on unpaid - Contact student if payment overdue
3. Use payment plans - Offer flexibility for large amounts
4. Reconcile monthly - Verify all payments match records
5. Keep records - Archive for 7+ years
6. Communicate clearly - Be transparent about pricing
7. Set terms - Clearly state payment due dates

Common Scenarios

Monthly Subscription Billing

Student: Active, Pro tier
Monthly Fee: $299
Billing Date: July 1
Due Date: July 31
Status: Paid July 2
Next Billing: August 1

Outstanding Balance Follow-up

Student: Sarah Ahmed
Invoice: INV-2024-0451
Amount: $250
Due Date: July 15
Status: 8 days overdue
Action: Send payment reminder

Refund Processing

Reason: Session cancelled by student
Original Payment: $50
Refund Amount: $50
Initiated: July 23
Status: Processing (3-5 days)
Expected: July 26-28

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