🤓 What you’ll accomplish here
Review Finance - Overview as your billing hub to ensure everything is in place.
Add any extra purchases (like late pick-up fees).
Send invoices manually (or let them send automatically if you’ve already set that up).
Learn how to cancel invoices in case you need to fix something.
🏦 1. Check out your billing overview
👉 Where: Finance menu - Overview
It’s time to make sure there are no issues and all invoices are ready to go out as planned.
Take a look at the Next invoice column
This column shows each child’s upcoming invoice total, based on their plan and billing frequency. It also displays the date when the invoice will be sent. Here’s what to look for:
All set? A green dot means the invoice is ready to be sent automatically on the indicated date.
Parent without a payment method on file? See which parents have set up Autopay, are on Manual payments with a configured a payment method, or are missing a payment method entirely.
Missing a plan? An empty field means the child doesn’t have a plan—add one to see the total.
No billing frequency? If the invoice total isn’t calculated, the payer needs a billing frequency. Click on the row and you’ll see a panel open. Then click Payer, a pop up will open with payer details. You can toggle on automatic billing and choose billing frequency on the left hand side.
Plan not started yet? A light green dot shows everything is ready, but the start date is in the future. Once the plan kicks in, the invoice will go out as planned.
Multiple billing frequencies? If you use different billing schedules, look for letters like
W(weekly),B(bi-weekly), orM(monthly) next to the due dates.
💡 Did you know that you can adjust the layout of your invoices? Check out Finance tab in you Setup guide. Alternatively head to your Settings, find Finances in the menu and click on Billing. That’s where you can see and edit your Invoice layout.
💰 2. Add one-off charges like fees or sessions
Do you have extra fees like registration or late pick-up charges? We’ll cover it in this step.
How to create them?
👉 Where: Finance menu - Overview > click Manage pricing in top right corner > click on New item OR When creating a new plan
You can create fees while setting up plans or add them separately. These could be for meals, late pick-up charges, or drop-in sessions.
If you want to add them outside of creating plans head to Manage Pricing button in the top right corner of the Finance overview.
Click
Add itemand select a fee or session.Set prices for your pricing groups and choose their availability.
How to add them to children’s invoices?
👉 Where: Finance menu - Overview > select children > Click Add purchase
If you have any extra charges you’d like to add to upcoming invoices, you can easily do so on the Finance overview. Follow these steps, to add extra charges:
Check the boxes next to the children’s names.
A menu pops up—click
Add purchase.Select the price group and date for the purchase.
Choose the fee or session.
Optionally, add discounts or notes, then click
Add purchases.
Done! 🎉 Your fees are now part of the upcoming invoices.
📖 Read more in our Help Center here
📨 3. Time to send invoices
👉 Where: Finance menu > Billing
Automatic invoices: If you’ve set up automatic invoicing, you’re good to go! Payers receive emails and in-app notifications and, if they use automatic payments, their balance is charged as planned.
Manual invoices: Prefer doing it manually? Go to Billing, select the payers, and click the purple button in the top-right corner 🎉
📖 Read more in our Help Center: Batch billing
What about payments?
Payments Note: By default, automatic payments align with the invoice date. To adjust, go to Settings > Finances > Billing > In-app payments. Payers who add their payment methods to Famly but don’t automate them can pay you with one click of a button, straight from their newsfeed. As long as payers pay you via Famly you don’t need to worry about reconciliation. If payers use manual methods like cash, you can log these in Famly to keep everything organized.
Find out more about payments in Step 6 💸
🤭 4. Cancel invoices
👉 Where: Finance menu > Reports > Invoices
Mistakes happen, and that’s okay 💜 You can cancel invoices if needed, just follow these steps:
Go to Reports and select Invoices.
Tick the boxes for the invoices you want to cancel.
Choose whether to notify payers by email.
Click
Cancel selected invoices.
This creates credit notes for the payers, balancing their accounts. Make your adjustments and resend your invoices when ready. 💪
📖 Find out more here: Change or Cancel Sent Invoices
☝️Note: Credit notes can’t be deleted as they’re receipts of the cancellation.
WOW looks like you’ve made a huge progress - let’s move on to getting paid in Step 6 🥳