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Forms with Payments: How to Set Up & Use

Complete guide on setting up and using Edlio Forms with Payments, configuring payment processors, creating fee items, and collecting school funds.

Forms with Payments allows schools and districts to collect fees, activity dues, event tickets, field trip costs, and donations directly through website forms. Funds are securely processed online and deposited directly into your school bank account.

How Forms with Payments Works

Edlio supports online fee collection powered by integrated payment processing (Stripe or Edlio Pay / OSP). You can create payment forms immediately from your CMS admin, but completing verification ensures uninterrupted disbursement of collected funds:

  • Instant Creation: You can create, publish, and test payment forms right away using pre-built payment templates.

  • Disbursement Verification: To transfer collected funds into your district or school bank account, schools complete standard banking verification (KYC/AML documentation) handled through Edlio Support and the Pay team.

  • Collection Limit: Forms will collect up to $2,000 in transaction volume prior to banking verification completion. Once verified, limits are removed and funds deposit on your regular payout schedule.

Step-by-Step: Setting Up a Payment Form

  1. From the CMS Forms Manager (Forms), click + New Payment Form in the upper-right corner.

  2. Select from the dedicated payment templates (such as Field Trip Permission, Donations, AP Exam Registration, After School Program, or Event Tickets), or choose Blank Form:

Edlio CMS New Payment Form template selector showing payment-enabled cards

  1. Name your form and configure your general form fields (Student Name, Parent Contact, Emergency Contact).

  2. Add your Payment Fields to define the item amounts, quantities, and categories.

  3. In Form Options, set your payment confirmation email receipts and thank-you screen message.

  4. Click Publish to make the form live on your website.

💡 Best-Practice Adoption Tip: For items with multiple pricing tiers (e.g. General Admission $10 vs. Student $5, or T-Shirt Sizes), use a Dropdown Payment Field or Radio Payment Field. This guarantees parents select the exact item and price without entering incorrect manual amounts.

Monitoring Collections & Financial Reporting

Administrators can monitor live transaction data by clicking the $ Payment Reports dropdown button on the Forms Manager. From there, you can view transaction dates, payer names, card brand details, gross collected amounts, and export full accounting reconciliation spreadsheets.

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