Payment Method Migration · Authorize.net → Stripe
5,803
awaiting re-entry
Confirm migration path (decision 0012).
If Path A (processor-side vault/token migration) is chosen, the re-entry campaign is largely removed — clients keep their card on file and the "Send Batch Re-Entry Notification" action above is retired. If Path B (client self-service re-entry) is chosen, the tracker and batch notification stay as built. Until 0012 is decided, the re-entry counts above are provisional.
Collected (May)
$18,525
Outstanding
$1,650
Collection Rate
92%
Overdue Accounts
11
Avg Monthly
$75
Revenue Forecast
Projected collectible revenue by enrolled capacity & attendance
Enrolled capacity
412 active seats
Assumed attendance
88% show rate
Projected (3 mo)
$54,300
vs. trailing actual
+6.2%
Assumptions (illustrative — to be ratified in finance session): projection = active seats × assumed attendance × blended per-class rate, less expected waivers/agency-funded seats and a 92% collection rate. Forecast model, blended-rate inputs, and waiver attrition are a finance-session topic — figures here are directional, not committed.
Funded Reschedules — To Invoice 3 ✓ Confirmed — David / Mayra (Round 2)
Reschedule fees covered by the referring agency (Merced HSACS · Del Norte HHS · Amador SS). Routed here automatically when a funded-county client books — the client is not charged. Agency rate: $15 weekday · $20 Saturday ⚑ PENDING — S2S has not resolved whether the agency is billed this or the Standard $20 / $25
| Client | Agency | Reschedule | Fee | Action |
|---|---|---|---|---|
| Renee Douglas AC-7902 | Merced HSACS | DV 52-wk · Mon Jun 22 → Thu Jun 25 | $15.00 Weekday · agency rate | |
| Troy Simmons AC-7718 | Del Norte HHS | Anger Mgmt · Fri Jun 19 → Wed Jun 24 | $15.00 Weekday · agency rate | |
| Alma Reyes AC-7855 | Amador SS | Parenting · Sat Jun 20 → Sat Jun 27 | $20.00 Saturday · agency rate |
Reschedule fee model — funded agencies (invoiced here): $15 weekday / $20 Saturday. Self-pay tiers, charged to the client and not invoiced on this queue: class fee more than $35 (standard) $20 weekday / $25 Saturday · class fee $15 or $20 (reduced fee) $10 weekday / $15 Saturday · class fee $25 or $30 (reduced fee) $15 weekday / $20 Saturday. ⚑ PENDING — these three bands do not cover every class fee
Source: County Rules — display-only, read here, authored in the engine.
Attendance Verification — Santa Clara Funded invoice attachments
Session screenshots + client SMS verification, bundled per billing period. Goes out with the agency invoice — screenshots come from the session capture, not from the client.
| Client | Billing period | Sessions | SMS verification | Screenshots | Bundle |
|---|---|---|---|---|---|
| Keisha Bell AC-7961 · SC Funded | May 2026 | 4 attended | 4 of 4 verified by text | 8 captured (2/session) | Ready to attach |
| Jorge Castillo AC-8120 · SC Funded | May 2026 | 3 attended | 2 of 3 — 1 reply outstanding | 6 captured |
Invoices
Client & self-pay invoices. Agency invoice batches are managed in Case Management → Billing.
| Invoice # | Client | Issued | Due | Amount | Status | Actions |
|---|---|---|---|---|---|---|
| INV-2026-0512 | Carlos Mendez | May 1 | May 15 | $75.00 | Paid | |
| INV-2026-0511 | Maria Lopez | May 1 | May 15 (overdue) | $75.00 | Overdue | |
| INV-2026-0509 | Robert Johnson | May 1 | May 15 | $100.00 | Sent | |
| INV-2026-0507 | Steven Martinez | Apr 28 | May 12 | $75.00 | Draft |
Client Billing Status
15 production colors total. Status transitions follow a defined color state-machine (e.g. Green→Orange→Red on missed payment; Aqua/Plum are sticky overrides). 4 colors are undocumented and pending investigation.
| Client | ID | Rate | Last Payment | Next Due | Balance | Status |
|---|---|---|---|---|---|---|
| Carlos Mendez | AC-7823 | $75/mo | May 1 | Jun 1 | $675 | |
| Maria Lopez | AC-7845 | $75/mo | Mar 1 | May 1 (overdue) | $825 | |
| Robert Johnson | AC-7756 | $100/mo | May 1 | Jun 1 | $2,400 | |
| David Williams | AC-7612 | $50/mo | May 15 | — | $0 (paid) | |
| Steven Martinez | AC-7490 | $75/mo | Apr 28 | May 28 | $525 | |
| James Kim | AC-7901 | $0/mo | — | — | Waived |
Recent Transactions
| Date | Client | Method | Amount | Status |
|---|---|---|---|---|
| May 19 | D. Williams | Cash | $50.00 | Completed |
| May 15 | R. Johnson | Visa •••• 8910 | $100.00 | Completed |
| May 1 | C. Mendez | Visa •••• 4242 | $75.00 | Completed |
| May 1 | M. Lopez | Auto-pay | $75.00 | Failed |
Showing 1–4 of 8,412 transactions
Payments ↔ Open-Balance Reconciliation
Cross-processor ⚡ Matching logic pending S2SReconciles recorded payments to client open balances across Authorize.net, HubSpot & Check. Grouped by source with a matched / unmatched state.
42 of 45 payments matched · 3 unmatched
18 of 21 payments matched · 3 unmatched
6 of 8 payments matched · 2 unmatched
| Source | Payment | Client | Paid | Open Balance | State | Action |
|---|---|---|---|---|---|---|
| Authorize.net | ||||||
| Authorize.net | AN-88421 | Carlos Mendez AC-7823 | $75.00 | $675.00 | Matched | — |
| Authorize.net | AN-88407 | Maria Lopez AC-7845 | $75.00 | no open balance found | Unmatched | |
| HubSpot | ||||||
| HubSpot | HS-30112 | Robert Johnson AC-7756 | $100.00 | $2,400.00 | Matched | — |
| HubSpot | HS-30098 | Steven Martinez AC-7490 | $75.00 | $525.00 (amount mismatch) | Needs review | |
| Check (manual) | ||||||
| Check | CHK-1042 | David Williams AC-7612 | $50.00 | $0.00 | Matched | — |
| Check | CHK-1039 | James Kim AC-7901 | $120.00 | no matching client | Unmatched | |
8 unmatched across 3 sources
Matching logic, tolerance windows & the authoritative-source-on-conflict rule are a finance-session topic — ⚡ pending S2S.
Finance Reports
Generated on Reports. Entry points below open the report there.
Funded status triggers downstream actions
⚡ Trigger rules pending S2S- Marking a client Funded flags them as "funded" on the enrollment report and disables their payment surfaces (agency pays).
- Marking a client Funded queues a billing-agency notification (agency-billing workflow).
- Marking a client Subsidized suppresses the client-facing balance while keeping tier + last payment.
Funding status is set on Client Detail; the income-determination review that feeds it is below. Trigger / agency-notify routing rules are ⚡ pending S2S.
Recertifications Due — Reduced Rates 4 being prompted 2 not prompted — FA off
Every client on a reduced rate or a court/probation subsidy whose financial assessment is switched on, by recertification due date. Client + staff notifications fire automatically; for sliding-scale reduced rates, no recert by the due date → rate reverts to standard. That lapse rule was written for sliding-scale rates and is not extended to the court-subsidised row: what happens when a court/probation client's 1-to-3-month re-evaluation lapses is not stated, and a court no-cost order is not a rate S2S sets ⚑ lapse behaviour not stated. Clients whose assessment S2S has switched off are greyed out at the bottom — they are never prompted and are not in the count.
Two populations, two intervals: court and probation subsidised clients are re-evaluated every 1 to 3 months ✓ Confirmed — Sliding Scale & Procedures · every other reduced rate ⚑ interval — 12 mo assumed, sliding-scale clients only
| Client | Tier | Approved | Recert due | Status | Action |
|---|---|---|---|---|---|
| Sliding-scale reduced rates (3) · recertification interval ⚑ 12 mo assumed — S2S has not given an interval for this population | |||||
| Denise Walker AC-7302 | Reduced — $25/wk band $801 - $1500 · std $40-50/wk | Jul 2, 2025 | Jul 2, 2026 — 4 days | Not started · 3 reminders sent | |
| Carlos Mendez AC-7823 | Reduced — $35/wk band $1751 - $2000 · std $40-50/wk | Mar 20, 2026 | Mar 20, 2027 — 6 wks | Prompted — awaiting form | |
| Alma Reyes AC-7855 | Reduced — $30/wk band $1501 - $1750 · std $40-50/wk | May 30, 2026 | May 30, 2027 | Recert form submitted — in review queue below | |
| Court & probation subsidization — no cost (1) · re-evaluated every 1 to 3 months ✓ Confirmed — Sliding Scale & Procedures · this interval applies to this group only | |||||
| Marisol Vega AC-7551 | Court subsidised — $0 court ordered course at no cost · std $40-50/wk | May 15, 2026 | Jun 15 – Aug 15, 2026 1 to 3 months from approval ⚑ which point in the range fires the prompt | Prompted — eligibility re-evaluation Court no-cost documentation on file · county waiting period applies if fee-waiver clients exceed the maximum allotted ⚑ maximum not stated | |
| Not prompted — financial assessment switched off (2) · no reminders are sent to these clients | |||||
| Ruben Ortega AC-7418 | Reduced — $25/wk band $801 - $1500 · std $40-50/wk · rate unchanged | Aug 12, 2025 | Not scheduled switched off May 14, 2026 | FA switched off — not prompted Not relevant — fully funded (agency pays) | Re-open on client detail → |
| Yolanda Pierce AC-7690 | Reduced — $35/wk band $1751 - $2000 · std $40-50/wk · rate unchanged | Nov 3, 2025 | Not scheduled switched off Jun 12, 2026 | FA switched off — not prompted Not relevant — paid in full | Re-open on client detail → |
Financial Assessment Review Queue — Income Determination ✓ Confirmed — Stephanie (Round 2) ✓ Confirmed — FA SOP, Tina Saephan 3/5/2025
Submitted financial assessment forms & fee-waiver requests, grouped by the outcome each one lands in. Staff review the submitted financial assessment and assign the final payment tier — the client does not self-determine their fee, and the suggested price below is not applied until a reviewer assigns it. Recertification submissions from the worklist above land here too.
Board: Financial Assessments holds NEW- 1st contact and Ready for Eval · Board: FA's: Re-Evaluation holds Denials and appeals · an incomplete form creates no task on either board.
| Client | Submitted | Form check SOP Step 3 — 5 required sections | Documents income only, unless appeal | Outcome — board & lane | Suggested Tier staff assigns | Action | |
|---|---|---|---|---|---|---|---|
| Board: Financial Assessments · lane “NEW- 1st contact” (3) · Option 1 — FA was filled out correctly · task fields: title, documents needed, date submitted, evaluation type, last contact | |||||||
| Priya Nair AC-7972 Sliding scale | Jun 12 | 5 of 5 sections Your Information · Monthly Income Box · Monthly Expenses Box · Last 4 questions · Signature, date, print name | Proof of income ✓ Uploaded to client account — “Other” → FA Form Proof of expenses not required (appeal only) HelloSign/Dropbox copy deleted Jun 12 | NEW- 1st contact Text sent — Category: Payment · Subject: FA Document Request No existing weekly fee reduction on the account | $30/wk reported $1,600/mo · band $1501 - $1750 | ||
| Alma Reyes AC-7855 Recertification | Jun 17 | 5 of 5 sections Your Information · Monthly Income Box · Monthly Expenses Box · Last 4 questions · Signature, date, print name | Proof of income ✓ Uploaded to client account — “Other” → FA Form HelloSign/Dropbox copy deleted Jun 17 | NEW- 1st contact Text sent — Category: Payment · Subject: FA Document Request Already on a weekly fee reduction ($30/wk) — recertification, not a duplicate grant | $25/wk reported $1,450/mo · band $801 - $1500 | ||
| Marcus Bell AC-7985 Partial waiver | Jun 13 | 5 of 5 sections Your Information · Monthly Income Box · Monthly Expenses Box · Last 4 questions · Signature, date, print name | Income mismatch Form says $2,100/mo · proof of income shows $2,400/mo HelloSign/Dropbox copy deleted Jun 13 | NEW- 1st contact Text sent — Category: Payment · Subject: FA Document Request 1st contact must resolve the income figure before a tier is assigned | $40/wk or $45/wk $2001 - $2250 vs $2251 - $2499 — not assignable while the two figures disagree | ||
| Board: Financial Assessments · lane “Ready for Eval” (1) · Option 2 — client is homeless OR no income · documents needed: N/A · assigned to Julie or McKenna at creation | |||||||
| Tanya Brooks AC-8004 No income | Jun 15 | 5 of 5 sections Your Information · Monthly Income Box · Monthly Expenses Box · Last 4 questions · Signature, date, print name | Documents needed: N/A Uploaded to client account — “Other” → FA Form HelloSign/Dropbox copy deleted Jun 15 | Ready for Eval Text sent — a team member will reach out once the assessment has been evaluated; may take up to 1-2 weeks | Awaiting evaluation lowest-income rules overlap: band $0-$800 → $15-$20 · “Indigent clients are required to pay a nominal fee ($15)” · a “modified, lowered fee” for “very low incomes of $0 to $500” ⚑ which applies | ||
| Board: FA's: Re-Evaluation (2) · lane “Denials” (1) + 1 appeal · Option 3 — individual or combined monthly income exceeds the $2,500 income cap · separate board from the two lanes above · the SOP names the “Denials” lane for a denial but does not say which lane an appeal sits in, so the appeal is shown on the board without a lane | |||||||
| Devon Hicks AC-7996 Denied | Jun 11 | 5 of 5 sections Complete form — denied on income, not on completeness | Proof of income ✓ Uploaded to client account — “FA Form DENIED” HelloSign/Dropbox copy deleted Jun 11 | FA's: Re-Evaluation → Denials Note — Billing-Financial Assessment Eval Completed (Approved payment amount - verified income) · Subject: “Client does not qualify for a weekly fee reduction at this time” Accounting note — “FA DENIED: income too high on Jun 11 (TS)” Text sent — Category: Payment · Subject: FA Denied/Appeal | No weekly fee reduction combined income $2,760/mo · over the $2,500 cap | ||
| Rosa Iglesias AC-7940 Appeal | Jun 5 appealed Jun 16 | 5 of 5 sections Expenses listed on the original form are what the appeal proof is checked against | Proof of income ✓ Proof of expenses ✓ Jun 16 Expense proof is required only because this is an appeal (since 10/30/2024) | FA's: Re-Evaluation → appeal received | Awaiting appeal evaluation denied Jun 5 — combined income $2,610/mo | ||
| No task board · returned to client (1) · Option 4 — incomplete form, usually the last 4 questions left blank · a new form is sent and the process restarts | |||||||
| Eli Turner AC-8011 Incomplete | Jun 16 | 4 of 5 sections Last 4 questions — blank Your Information ✓ · Monthly Income Box ✓ · Monthly Expenses Box ✓ · Signature, date, print name ✓ | Not collected Nothing is uploaded to the client account for a returned form | Returned — new form sent Note — Billing- Financial Assessment Form Offered to Client · Subject: Jun 16 Client told the reason a new form is needed | — | ||
| Not an FA-SOP outcome · court & probation subsidization (1) · fee-waiver requests route per waiver policy — Full → Director, Partial → Compliance/Accounting | |||||||
| Angela Reyes AC-7990 Full waiver | Jun 14 | 5 of 5 sections Financial assessment complete; the waiver itself turns on the court order, not on the form | Court no-cost order ✓ “supporting documentation that court has ordered course at no cost” Proof of income ✓ — reported $1,840/mo | → Director Re-evaluated every 1 to 3 months ✓ Confirmed — Sliding Scale & Procedures Waiting period applies if the county's fee-waiver clients exceed the maximum allotted ⚑ PENDING — the maximum per county is not stated | $0 court-ordered no cost — not a scale outcome; the $1,840/mo band would be $35/wk | ||
| Held — financial assessment switched off (1) · not triaged, not routed, not selectable | |||||||
| Yolanda Pierce AC-7690 Sliding scale | Jun 10 | Not reviewed Form check not run — the assessment was closed before triage | Form still in HelloSign/Dropbox Final delete step has not run — the form never reached an outcome | FA switched off Jun 12 — no lane Not relevant — paid in full | $35/wk (suggested) reported $1,900/mo · band $1751 - $2000 · never assigned | Held | |
Step 3 — completeness check ✓ Confirmed — FA SOP, Tina Saephan 3/5/2025
Review the document making sure “Your Information”, “Monthly Income Box”, “Monthly Expenses Box”, “Last 4 questions”, and “Signature, date, and print name” are filled out.
The last 4 questions are the one that fails. “The last 4 questions are required and needs to be filled out to move forward with the Financial Assessment process” — and an incomplete form is “usually when the last 4 questions were left blank”. A blank set restarts the whole process: no task is created on either board, a new form goes back to the client and the clock starts again on their submission.
Evidence rule ✓ Confirmed — FA SOP, Tina Saephan 3/5/2025
“AFTER 10/30/2024 WE ONLY NEED PROOF OF INCOME. IF THEY APPEAL, WE WILL NEED PROOF OF THEIR EXPENSES.” So a standard evaluation collects proof of income only; proof of expenses is collected only on appeal, and only against the expenses the client already listed on the form.
Not the same thing as the form check above: the Monthly Expenses Box on the form is still required at Step 3 for every submission. The form section is required; the supporting document is not, unless the client appeals.
Appeal path — a denied client sends proof of the expenses listed on the form, the appeal lands on the FA's: Re-Evaluation board, and “Julie OR McKenna will evaluate”.
Who may evaluate ✓ Confirmed — FA SOP, Tina Saephan 3/5/2025
“ONLY JULIE AND MCKENNA DOES THE ASSESSMENT/EVALUATION.” The evaluator pickers above offer those two names and nothing else — the constraint is in the queue, not in a note someone can ignore. Ready-for-Eval tasks are assigned at creation; appeals are assigned when the expense proof arrives.
Scope: this is the only staff-owner fact S2S has confirmed anywhere in the system, and it covers the FA evaluation step only. It does not answer the open task-ownership / staff-owner-roster question (who may own any other queue item, department → owner mapping, handoff and offboarding) — that stays open on staff/compliance.html (D56) and its owner dropdowns are still placeholders. Two confirmed names are not a directory.
Final step for all four options — delete the FA document from HelloSign/Dropbox ✓ Confirmed — FA SOP, Tina Saephan 3/5/2025
“Delete FA document (click on the 3 dots to the right and select delete for you). THIS IS THE FINAL STEP FOR ALL OPTIONS.” Each row above shows whether that external copy has gone; the held row is the only one where it has not, because that form never reached an outcome.
As built here the delete removes the external copy only, after the form has been uploaded to the client's account — the internal record is kept, because the denial note cites verified income and an appeal is evaluated against the expenses listed on the form.
Sliding scale — Financial Evaluation for sliding scale fees for Gross Income < $2500/ Month (total monthly income → weekly fee): $0-$800 → $15-$20 · $801 - $1500 → $25 · $1501 - $1750 → $30 · $1751 - $2000 → $35 · $2001 - $2250 → $40 · $2251 - $2499 → $45 · > $2500 → $50.
Standard cost of sessions $40-50/week (prices vary within and across jurisdictions depending on referring agency) · under “Indigent Clients” the source gives two separate statements, not one rule: “A modified, lowered fee may be assigned to those with very low incomes of $0 to $500, based on the results of the Financial Evaluation” and “Indigent clients are required to pay a nominal fee ($15)” — it does not define “indigent” by income, and does not say the modified lowered fee is the $15 · SOP income cap for a weekly fee reduction: $2,500 individual or combined.
Source: “Sliding Scale and Procedures” (S2S), headed “Standard prices as of 9/30/2024”, and the Financial Assessment SOP (3/5/2025). Display-only here.
9 submitted forms · 3 on NEW- 1st contact · 1 Ready for Eval · 2 on the FA's: Re-Evaluation board (1 denial · 1 appeal) · 1 returned incomplete · 1 court-subsidy request → Director · 1 held (financial assessment switched off)
Suggested tiers come from the 9/30/2024 sliding scale (⚑ vintage above); they are a reference, not a decision. Staff review the financial assessment and assign the final payment tier here — the client does not self-determine their fee.