Billing (ManageBac Administrators only)
Note: The below refers to your schools ManageBac subscription. If you are a Parent looking for details on school bills, please contact your school directly.
When are invoices raised and due?
Invoices are raised annually based on your renewal month. For most schools, in the northern hemisphere renewal occurs in the fall and in the southern hemisphere during the winter.
Invoices are issued to your school’s designated Billing Contact by e-mail at minimum 30 days before your renewal date. For instance, if your account renews on November 15, your school’s Billing Contact will receive a PDF invoice via e-mail before or on October 15. Our standard payment terms are net 30, which means that invoices are due within 30 days from the date of issue.
If you require an early invoice, please feel free to contact us at email@example.com and include your student count by programme.
What payment methods do you accept?
We accept payment by credit card, cheque and bank transfer. Any administrator on your ManageBac account can pay via credit card by navigating to Settings > Billing. When a credit card is updated or entered in the presence of an outstanding invoice, payment will be processed immediately. Credit cards already stored on the system will be charged on the account’s renewal date.
Instructions for paying by wire transfer or cheque can be found directly on the invoice. Please note that it can take up to six weeks before your invoice is marked as paid if paying by foreign US$ check. For domestic US$ checks, reconciliation normally occurs within three to five working days.
We only accept payment by bank transfer for schools in China currently, but we are working to offer more payment options to schools in China.
How do I submit my purchase order?
A purchase order can be submitted directly through your ManageBac account by navigating to Settings > Billing > enter PO number and upload the file > Save Changes.
If you do not have access to your school’s ManageBac account, please email the purchase order to firstname.lastname@example.org.
Once we receive the purchase order, we will generate a new invoice that includes the purchase order number and send it to the Billing contact we have on file. This will then need to be processed by the school or district in order to provide final payment via cheque, credit card, or bank transfer.
The student count on my invoice is incorrect. How do I adjust this?
If you notice a discrepancy, please contact us at email@example.com. If the invoiced student count is too high, please ensure that any non-active users are archived before contacting us.
Please feel free to contact us at firstname.lastname@example.org if you have any issues archiving your non-active users.
I see two student counts on my Billing tab: “Actual” and “Adjusted.” What is the difference?
Actual refers to the number of active student accounts on the system for a given service. Adjusted refers to the number of enrolled students reported to us by the school in a given service.
Since some schools do not upload all of their students, particularly in cases where they are using ManageBac for curriculum management. In these cases, we bill on the basis of the reported “Adjusted” count of enrolled students in a given programme.
Please make sure your account administrators have archived all of your graduated and withdrawn students at the start of each school year to prevent being invoiced for too many students.
I need a quotation before I can pay the actual invoice. Whom can I contact?
Quotation requests can be sent to email@example.com. Please allow 1-2 business days for the quotation request to be processed.
I have documentation (e.g. W-9, sole source letter, vendor forms, etc) that I need ManageBac to complete before I can issue payment. Whom can I contact?
Documentation requests can be sent to firstname.lastname@example.org.
How do I obtain a receipt for the invoice payment?
A receipt will be generated automatically within 3-5 business days of receiving payment. Receipts will be emailed automatically to the school’s Billing Contact and will also post to your Billing page.
For schools in China, we will provide Fapiao upon receiving payment. Schools need to provide an official name in Chinese , Tax ID and mailing address for sending the official tax receipt.
How do I update our school’s Billing Contact?
Schools can modify their Billing Contact by logging into their account and navigating to Settings > Billing.
Please note that one Billing Contact is allowed per account and that this person will receive the initial invoice as well as any correspondence about that invoice.
Are there penalties for late payment?
Invoices that are more than thirty days outstanding incur a late payment interest rate of 2% per month until payment is made.
In the very rare case that a school is more than sixty days past due, ManageBac reserves the right to suspend an account. We do everything possible to avoid this situation, and so long as the school remains communicative and provides an anticipated date of payment within 10 business days, we will not suspend the account.
I would like to add or remove modules on my ManageBac account. Whom should I contact?
Any requests to modify your subscription can be sent to us at email@example.com.
Are there any multi-year plans or discounts available?
Yes, schools that subscribe for multi-year plans and pay two years up front will receive a 5% discount; schools that subscribe for three years and pay three years up front will receive a 10% discount. Please note that the full payment is due at the time of the subscription’s commencement.
To learn more, browse our multi-year FAQs
If you would like to subscribe to a multi-year plan, please contact us at firstname.lastname@example.org.
I would like to discuss my invoice by phone.
Please feel free to contact us at any of the following numbers:
Call your local Sales Representative
+1 866 297 7022
+44 208 133 7489
+852 8175 8152
400 009 9225
+61 2 8006 2335