Discounts reduce the amount billed for a specific charge or for an entire invoice. Because they apply automatically based on the dates you set, they are ideal for promotions and rent concessions planned in advance. This guide covers adding, applying, and correcting discounts, plus subsidies, rent concessions, and per diem discounts.
About Discounts
Automatic: Discounts added to a resident profile apply to every invoice within their Start Date and End Date. Set them up before invoices generate whenever possible.
- Levels: Depending on your community’s Discount “Apply To” Options in Billing Settings, discounts apply to a billing item, the whole invoice, or either one.
- Discount Programs: Each discount is tagged with a program your company sets up, such as a veteran’s discount. This keeps the Discounts report consistent.
- Proration: By default, a discount prorates along with a prorated charge. Select Excluded from Proration to apply the full amount instead.
- Subsidies: Discounts can post to a separate Subsidy GL account for financial tracking.
Tip: Billing items, Discount GL accounts, Discount Programs, and allowed discount levels are managed in Billing Settings. See Billing Settings.
For correcting charges on invoices that have already been generated, use a credit instead. See Discounts vs. Credits.
Add a Discount to a Resident Profile
This is the most common method for promotions and long-term concessions.
- In the resident profile’s Billing section, expand Discounts and click +Add Discount.
- Set the Start Date and End Date. Leave End Date blank to apply the discount indefinitely. It displays as “Never.”
- Select the Payer Type.
- Under Apply To, select Billing Item or Invoice. This choice appears only when your community allows both levels.
- If applying to a billing item, select the Billing Item. The resident’s current billable items appear at the top of the list.
- Select the Discount GL Account #, or, for a subsidy, set Is This Discount a Subsidy? to Yes and select the Subsidy GL Account #.
- Enter the Amount as a flat amount ($), percentage (%), or per diem ($/day) for per diem billing items.
- Optionally, select Excluded from Proration.
- Select a Discount Program. If none applies, select Other and type a description (optional).
- Optionally, add an Internal Note, then click Save.
Tip: Discounts with specific start and end dates work well for future promotions. For example, add separate discounts for a resident’s third and fifth months. They apply automatically when those invoices generate.
Apply a Discount to an Existing Invoice
Use this to give an immediate, one-time discount on an unpaid invoice.
- Open the invoice and click Options > Edit.
- In Transactions, click DC on the charge to discount, or click Apply Discount at the top of the table.
- Complete the discount details, then click Save. The invoice balance updates immediately.
Note: If your community allows invoice-level discounts only, DC is hidden. Use Apply Discount instead.
Correct a Discount Applied in Error
If a discount was set up incorrectly and has already applied to generated invoices:
- In the resident’s Discounts section, click Options > Edit on the discount, correct the dates or other fields, and click Save.
- Open each affected invoice and click Options > Edit.
- On the discount line in Transactions, choose one:
- Unapply: Removes the discount from this invoice but keeps it on the resident’s account for future use.
- Delete: Removes the discount from this invoice permanently. This cannot be undone.
- Enter a reason and confirm.
Discount Types
Subsidies
Subsidies post a discount to a specific GL account. Unlike a promotional discount, which lowers revenue, a subsidy records the source of financial assistance for a clearer audit trail. Subsidies appear as a separate line on invoices, for example “Subsidy - AL Studio.”
The Subsidy feature must be enabled by the ALIS team, and Subsidy GL Account #s must be set up on the applicable billing items. Contact your Account Manager or the ALIS Customer Support Team.
Rent Concessions
Select the resident’s Rent billing item when you create the discount.
- Short-term concessions: Set a specific Start Date and End Date. Don’t select a subsidy account.
- Long-term concessions: Set Is This Discount a Subsidy? to Yes and select your company’s concession account in Subsidy GL Account #.
Per-Diem Discounts
When the billing item is a Per Diem Service, such as Respite Care, the $/day option is available. The discount recalculates based on the service days on each invoice. It’s useful for respite stays, daily care services, and temporary services.
- Per diem discounts carry forward to future invoices automatically.
- Excluded from Proration is hidden, because the discount already calculates by day.
Discounts Report
Use the Discounts report to audit discounts within a specified date range.
Filter by Discount Program to see which programs are used most and what they cost. Disabled programs remain available as filters. Per diem discounts display with a /day suffix, for example “$50.00/day.”