Forget about the headache of manual invoicing. Create actual invoices using children’s bookings data – it’s fast, accurate, and hassle-free!
What is required before I can start using Invoicing
Before we start, it is important that you have run through all the necessary setups. You can find out how to do this by running through the following collection of articles:
Setting up Bookings and Finance
Creating a Session
Creating Extras
Create your Invoicing Layout
Add a Funding Grant
Invoicing Homescreen
Lets get familiar with the Invoicing Home screen
Attendance & Invoicing table
Filters
Actions
Page Navigation
Attendance & Invoicing Homescreen
The Attendance & Invoicing table is where you will manage the day-to-day invoicing functions for your Childminding business. We will explore how to generate an invoice and manage the process in a later article, for now, we will highlight the table and explain each area.
The table is broken down into 3 sections:
1. Children Overview
The Child overview is an overall summary of all Attendance & Invoicing activity logged for a child within the set filters. Most commonly this will include all relevant data for the current academic year.
The Table includes:
Children (Details) – Image, Name, Age in months
Total Attendance – Total value of all attendance data for this child. Includes both future bookings and past invoiced items
Total Extras – Total value of all Extras data for this child. Includes both future bookings and past invoiced items
Funding – Total of all funding deductions taken from generated invoices
Payments – Cumulated total of all paid invoices
Outstanding – Cumulated total of any unpaid invoices combined
Next Due Date – When is the next expected payment due
Account Status – Determined by live Invoice Status
2. Childs Bookings
When a child has active bookings, they will appear within the Childs Bookings table. Bookings are broken down into:
Attendance
Extras
These are bookings that have not yet been invoiced and so is a good way to calculate how many future bookings a child has in their bookings calendar. Once invoiced, bookings are deducted from these totals
3. Childs Invoices
Invoices generated for a child will be stored within the Childs Invoices table. Only invoices that meet the filter criteria will be visible.
Invoices can be communicated either as one-offs or as a monthly plan, you can learn more about that by Generating an Invoice
One-Off
Monthly
Filters
Whether you have only a few children or a few hundred profiles, quickly manage your invoicing table through the use of our simple filters:
*1. Search child by name*
Quickly navigate to an exact child by searching for them by name. great for if you are looking to quickly jump into individual children’s invoicing data.
2. Filter by Academic Year
Invoicing is presented by academic year. By default, the current academic year will be selected based on today’s date, but you can update this at any time to move to past or future years.
3. Filter by Room
Narrow your search by simply selecting the room that you wish to manage. By default, ‘All Rooms’ is selected
4. Filter by Invoice Status
Quickly pull up invoices by their status for quick management. Invoices status’ available are:
Draft
Sent
Overdue
Paid
Refunded
Void
Actions
This is where you will manage your invoicing, generate your invoices, update invoice status’ and download invoices ready to share with parents.
Update Invoice Status
Action Menu
Download Invoice
1. Update Invoice Status
You will learn all about Invoicing in a later article when we get onto managing an Invoice, but for now, it is important to know that Invoices are updated manually by updating their status as you work through the workflow.
The available status’ are:
Draft – New Invoices will always be created as a draft
Sent – An invoice that has been sent out to parents & carers
Overdue – An invoice that’s due date has elapsed
Paid – An invoice that has had a payment received and confirmed
Refunded – Any Paid invoice that has had to be refunded
Void – No longer require an invoice? Simply void it
Some states are automatic and therefore can not be manually selected. You will therefore only be able to mark invoices as:
2. Action Menu
Perform your invoicing tasks using the Action Menu.
Here you can:
View Invoice – With an invoice selected, View Invoice will open the invoice
Generate Invoice – Generate individual or invoices on mass by selecting 1 or more children
Add Bookings – Require a last-minute addition to children’s bookings. Launch a bookings calendar straight from your invoicing page
3. Download Invoice
Perform your invoicing tasks using the Action Menu.
Here you can:
Download 1 or bulk Invoice(s)
Download as PDF – Download an invoice to share with parents
Download as CSV – Export data for accounting
