From the signed enrollment contract to tuition paid, without the chasing.
Families sign the enrollment contract from the deal in HubSpot and pay the deposit on the same page. Tuition runs on autopay from the date you set, the business office sees every family's balance, and the annual fund takes gifts on the same system.
- Okafor family · Grade 4 · 2 of 10Paid
- Lindqvist family · Grade 7 · 2 of 10Paid
- Reyes family · Grade 10 · 2 of 10Open · admins notified
Admissions runs in HubSpot. The money runs everywhere else.
If your inquiries, tours and applications run in HubSpot, the family says yes there. Then the contract, the tuition and the gifts go into three other places.
Re-enrollment is a paper chase.
Every spring the business office sends contracts, waits for signatures and deposits, and matches each one back to a family by hand before the seat counts.
The reminders are wrong.
Automatic reminders from the accounting system go out to families who already paid, and miss the ones who didn't, so someone checks every one before it's sent.
Monthly tuition is matched by hand.
Families pay by bank transfer each month on their own schedule. Someone ties every deposit to a family, a grade and a month before anyone knows who's behind.
Giving lives in another system.
The annual fund, the gala and the capital campaign take gifts somewhere else, so the families who give and the families who pay tuition are never on one record.
One family's school year, from the contract to the last payment.
What admissions, the business office and the family each see.
- Re-enrollment
Admissions moves the family's deal to enrolled in HubSpot. The enrollment contract is written from the deal: the student, the grade, tuition, the deposit and the payment option the family chose.
Nobody re-keys a contract. Your template sets the wording, the branding and which bank account gets paid.
- Signing
Each parent who needs to sign gets a link, signs, and pays the deposit on the same page, by bank transfer or card. Every signer gets the signed copy by email, and the business office's copy stays on the record.
The seat is held when the deposit lands, not when someone matches a check to a name.
- August to May
The rest of the tuition is scheduled from the same deal: the first payment on the date you set, then monthly through May, on autopay. Families get a reminder before each payment and a receipt after it.
In full, two payments or ten. Offer the options you already offer; each is a template.
- A missed payment
When a scheduled payment fails, your admins are notified, and it shows as open on the family's record and on your report. The family can pay it by bank transfer or card from the same payment page.
The business office works the short list of families who are actually behind, and HubSpot shows the balance.
- A family leaves
Stop the plan, refund a payment or recalculate what's left the day a family withdraws. Your enrollment contract decides what's owed; you apply it in Paycove.
No more charging a family that moved away in January. HubSpot shows the new balance.
- The annual fund
A giving page with your school's name on it: one-time, monthly, quarterly or yearly gifts, at amounts you suggest or one the donor types, and the donor can choose to cover the processing fee.
Tuition and gifts on one system. If your foundation is its own entity, it can have its own Paycove account under the school's, with its own bank account and books.
- Month end
Every tuition payment and deposit is already in QuickBooks Online or Xero. One report shows collected and open for every family.
The business office checks the numbers instead of building them.
deal
Bank transfer beside every card, and the card fee comes back.
Many families pay tuition by bank transfer, which carries no card fee. When a family pays by card, Paycove adds the card fee as a disclosed surcharge where your state allows it, so the school keeps the full tuition.
Surcharge rules vary by state. Your counsel confirms yours; we'll show you both setups on the call.
What private schools ask.
Do you work with public school districts?
No. Paycove is for private and independent schools whose admissions run in HubSpot. We don’t work with public districts, colleges or universities.
Do we need HubSpot?
Yes. The contract and the tuition plan are built from the family's deal, and the balance is written back to it. Any HubSpot plan works, including the free CRM.
Can families choose to pay in full, twice a year or monthly?
Yes. Each option is a template with its own number of payments, frequency and first date, so a ten-month plan can start on August 1 and end on May 1.
Do families pay a fee to be on a plan?
Not to Paycove. Paycove's price is paid by the school. Any fee a family sees is one you choose to add, such as the card fee where your state allows it.
Can gifts go to our foundation's own bank account?
Yes, if the foundation is its own entity. It gets its own Paycove account under the school's, with its own Stripe account and its own books, and the school's account sees both.
What happens when a family withdraws mid-year?
Stop the plan, refund a payment or recalculate the balance the day it happens. Your enrollment contract decides what's owed; you apply it in Paycove, and HubSpot shows the new balance.
What does it cost?
1% of what we collect plus $500 a month for your account, with no seat fees. See pricing.
Fifteen minutes before re-enrollment opens.
On a screen share, we show you a family's year in Paycove, from the contract in HubSpot to the last payment. Nothing to prepare. Built for schools collecting $100,000 a month or more in tuition.
Book 15 minutes