This guide is intended for ManageBac+ administrators who need help with billing, invoices, payment methods, purchase orders, multi-year agreements, and subscription changes.

Please note that this information applies to your school’s ManageBac+ subscription. If you are a parent looking for details on school bills, please contact your school directly.

Overview

ManageBac+ invoices are raised annually based on your school’s renewal month and are issued to the designated Billing Contact on file. This guide explains how billing works, how to submit purchase orders, what payment methods are accepted, and how multi-year agreements are managed.

It also includes guidance on billing contacts, receipts, student counts, late payment, and who to contact for subscription, billing, and support enquiries.

Key Concepts / What’s New

• Invoices are raised annually and are normally sent at least 30 days before the renewal date.
• Standard payment terms are net 30, meaning payment is due within 30 days of the invoice issue date.
• Any administrator can pay by credit card via Settings > Billing.
• Schools can submit purchase orders and update their Billing Contact through Settings > Billing.
• Multi-year agreements are available, with a 5% discount for two years paid up front and a 10% discount for three years paid up front.
• Billing for some schools may be based on an adjusted student count rather than only the number of active accounts on the system.

Step-by-Step Navigation

Pay an invoice by credit card

Settings > Billing

1. Log in to your ManageBac+ account as an administrator.
2. Navigate to Settings > Billing.
3. Enter or update the credit card details.
4. If there is an outstanding invoice, payment will be processed immediately. Stored credit cards are charged on the account’s renewal date.

Submit a purchase order

Settings > Billing > Credit Card > PO Number > Save Changes

1. Navigate to Settings > Billing.
2. Select the Credit Card checkbox.
3. Enter the PO number and upload the purchase order file.
4. Click Save Changes.
5. If you do not have access to the account, email the purchase order to invoice@managebac.com.

Update your school’s Billing Contact

Settings > Billing

1. Log in to your school’s ManageBac+ account.
2. Navigate to Settings > Billing.
3. Update the Billing Contact details and save the changes. Please note that only one Billing Contact is allowed per account.

Select a multi-year discount option

Settings > Billing > Discount Option > Subscribe

1. Navigate to Settings > Billing.
2. Select your preferred Discount Option.
3. Click Subscribe.
4. Once confirmed, the finance team will send the invoice. You can also confirm a multi-year plan by emailing invoice@managebac.com.

Tips & Best Practices

• Keep your Billing Contact up to date so invoices and billing correspondence reach the correct person.
• Archive graduated, withdrawn, and other non-active students at the start of each school year to help avoid billing discrepancies.
• If you need an early invoice, contact invoice@managebac.com and include your student count by programme.
• Submit purchase orders and required vendor documentation as early as possible to avoid delays.
• Review the benefits and payment timing of multi-year agreements before confirming a discounted plan.

Warnings & Important Notes

Frequently Asked Questions

When are invoices raised and due?

Invoices are raised annually based on your renewal month and are normally issued to the school’s Billing Contact at least 30 days before the renewal date. Standard payment terms are net 30, which means payment is due within 30 days of the invoice issue date.

What payment methods do you accept?

ManageBac+ accepts payment by credit card, cheque, and bank transfer. Credit card payments can be made through Settings > Billing. Instructions for cheque and bank transfer payments are included on the invoice. Bank transfer is currently available only for schools in China.

How do I submit my purchase order?

Purchase orders can be submitted through Settings > Billing by selecting the Credit Card checkbox, entering the PO number, uploading the file, and saving the changes. If you do not have access to the account, email the purchase order to invoice@managebac.com.

The student count on my invoice is incorrect. How do I adjust this?

If you notice a discrepancy, contact invoice@managebac.com. If the student count is too high, please make sure that non-active users have been archived before contacting the team. If you need help archiving users, contact support@managebac.com.

What is the difference between Actual and Adjusted student counts?

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 by the school for that service. Some schools are billed on the adjusted count where not all students are uploaded to the platform.

I need a quotation before I can pay the invoice. Who should I contact?

Send quotation requests to invoice@managebac.com. Please allow one to two business days for processing.

I have documentation such as a W-9, sole source letter, or vendor form that needs to be completed. Who should I contact?

Send documentation requests to invoice@managebac.com.

How do I obtain a receipt for invoice payment?

Receipts are generated automatically within three to five business days of payment being received. They are emailed to the Billing Contact and also posted to the Billing page. For schools in China, a Fapiao is provided after payment is received, once the official Chinese name, tax ID, and mailing address have been supplied.

How do I update our school’s Billing Contact?

Schools can update the Billing Contact by logging in and navigating to Settings > Billing. Only one Billing Contact is allowed per account, and that person receives the initial invoice and related correspondence.

Are there penalties for late payment?

Yes. Invoices more than 30 days overdue incur late payment interest of 2% per month until payment is made. In very rare cases, accounts that are more than 60 days overdue may be suspended if the school does not remain in communication and provide an expected payment date within 10 business days.

I would like to add or remove modules on my ManageBac+ account. Who should I contact?

Requests to modify your subscription can be sent to sales@managebac.com.

Are there any multi-year plans or discounts available?

Yes. Schools that subscribe for two years and pay up front receive a 5% discount. Schools that subscribe for three years and pay up front receive a 10% discount. Full payment is due at the start of the subscription. For more details, see the multi-year FAQs.

When do I need to make payment for a multi-year plan?

Payment for a two-year or three-year plan must be received on or before the subscription start date in order for the discount to apply.

What if my student numbers increase in Year 2 or Year 3?

If student numbers increase during the second or third year, a supplementary invoice is issued using the same discounted rate for the remainder of the subscription period.

Can I select a partial service for a multi-year plan and keep the remaining services billed annually?

Yes. ManageBac+ can support a multi-year plan for a specific programme while keeping other services on an annual renewal cycle.

I have already paid for the current academic year, but I would like a multi-year plan for the next two or three years. Can I arrange this now?

Yes. An early invoice can be issued to cover the next two or three academic years. Contact invoice@managebac.com for assistance.

How does a multi-year plan benefit my school?

A multi-year plan reduces costs on annual renewals for existing services and provides greater pricing stability by locking in the current pricing structure for the duration of the plan, except for changes caused by student number increases.

How can I sign up for a multi-year plan?

You can confirm a multi-year plan by emailing invoice@managebac.com or by contacting the Sales or Support team. You can also select the Discount Option via Settings > Billing, then click Subscribe. The finance team will then issue the invoice.

Can I receive a refund if I cancel my subscription before expiry?

No. Based on the terms of service, ManageBac+ service fees are non-refundable.

Who should I contact for subscription, billing, or support enquiries?

Subscription Enquiries: sales@managebac.com
Billing Enquiries: invoice@managebac.com
Support Enquiries: support@managebac.com

In Summary

• ManageBac+ billing covers annual invoices, payment methods, purchase orders, student count adjustments, and billing contacts.
• Multi-year agreements offer discounted pricing when paid in full at the start of the subscription period.
• Schools can manage key billing actions through Settings > Billing or by contacting the appropriate ManageBac+ team.

Use this guide to manage your ManageBac+ billing processes, review payment options, and understand how multi-year agreements work.