Billing (OpenApply Administrators only)

Note: The below refers to your schools OpenApply 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 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 by 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 invoice@managebac.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 school in China currently, 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 invoice@managebac.com.

Once we receive the purchase order, we will generate a new invoice that includes the purchase order number.

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

If you notice a discrepancy, please contact us at invoice@managebac.com.

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.

I need a quotation before I can pay the actual invoice. Whom can I contact?

Quotation requests can be sent to invoice@managebac.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 invoice@managebac.com.

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, OpenApply 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.

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 invoice@managebac.com.

Multi-year Agreements

How large of a discount can I get for subscribing to a multi-year plan?

We provide a discount of 5% of total fees for a 2-year subscription and 10% of total fees for a 3-year subscription.

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

2-year or 3-year services fee payments must be received on or before the subscription start date to enjoy the discount.

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

ManageBac’s services fees are based on the number of enrolled students. If your total number of students in Year 2 or Year 3 increases, a supplementary invoice will be issued with the same discounted rate applied until the end of the subscription period.

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

Yes, we offer this option. If you only want to subscribe for a multi-year plan for a given programme, but keep other services under an annual renewal, we can accommodate this.

I have already paid my 2018-2019 academic year subscription fees recently, but would like to subscribe to a multi-year plan for 2019-2021, can I do it now?

Yes. We can issue an early invoice to cover the next 2 or 3 academic years. Please contact invoice@managebac.com for assistance.

How does this multi-year plan benefit my school?

The multi-year plan saves schools money on the annual renewal of existing services and provides more stability by locking in the current pricing structure for existing services, meaning the school would be exempt from any pricing adjustments (besides changes in student numbers) for the duration of the multi-year subscription.

How can I sign up for multi-year plan?

You can confirm your multi-year plan via email to invoice@managebac.com or contact our Sales and Support team to confirm. Our finance team will send you an invoice of total subscription fee.

Can I have refund if I cancel my subscription before expiry?

Based on our terms of service, ManageBac’s services fees are non-refundable.

Contact

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