Managing Payments

In this guide, you will learn

• How to view all online payments
• How to manage online payments

Viewing Online Payments

You can view all online payments made to your school from the Billing → Payments page. This includes payments for invoices, forms, and enrollment fees.

Finding a Payment

1. Go to Billing → Payments.
2. Use the filters at the top to narrow the list by account or status.
3. Click the payment title to open and view the payment details.

Payment Details

Each payment record displays the following information:

• Payer name and email
• Payment status
• Amount paid
• School net amount (after processing fees)
• Stripe transaction link
• Option to assign the payment to a billing account
• Option to assign the payment to a payment category

Viewing in Stripe

Click the Stripe link to open the transaction in your Stripe account.
From there, you can view additional details such as:

• Payer’s name and address
• Reasons for any failed payments
• Information about the payment method used

Managing Online Payments

Online payments can be assigned to a billing account, categorized, refunded, and exported.

Assigning Payments to Accounts

Most online payments are automatically assigned to the correct billing account. However, if a payment is unassigned or needs to be changed, you can manually update it:

1. Go to Billing → Payments.
2. Find and open the online payment.
3. Scroll to the Assigned to Billing Account dropdown.
4. Select the correct billing account.
5. Click Save.

Managing Payment Categories

Payment categories help you and your bookkeeper organize income based on its purpose — for example, tuition, enrollment fees, or event registration.

You can manage categories on the Billing → Prices & Categories page. Spark includes several built-in categories that are automatically assigned to online payments:

• Enrollment Income – applied to all application fee payments
• Tuition Income – applied to all invoice payments
• Miscellaneous Income – applied to all form payments

You can edit these or create additional categories as needed.
To learn more, see the Prices & Categories help doc.

To change the category for a specific payment:

1. Go to Billing → Payments.
2. Find and open the online payment.
3. Scroll to the Payment Category section.
4. Click the Select category override dropdown and choose the appropriate category.
5. Click Save.

Refunding Payments

You can issue refunds either through Spark (full refunds only) or through Stripe (full or partial refunds).

To issue a full refund in Spark:

1. Go to Billing → Payments.
2. Find and open the payment.
3. Click Refund at the top of the page.
4. Confirm the refund.

To issue a refund through Stripe:

1. Go to Billing → Payments.
2. Open the payment and click the Stripe link to view the transaction in your Stripe account.
3. Click Refund at the top of the Stripe page.
4. Enter the amount, reason, and any notes.
5. Click Refund.

Refund details will appear in the Recent Activity section of the payment record.

Exporting Payment Data

To export all payment data as a CSV:

1. Go to the Billing → Payments page.
2. Click Export.
3. Select the data you want to include.

Including Payment Category in your export allows you to sort and analyze payments by type — for example, tuition, enrollment fees, or event registrations.