Batch billing lets you streamline your invoicing process while keeping full control by managing billing manually. With this feature, you can send invoices for multiple children to their respective bill payers at once, covering a specified time period (week, month, or a custom period).
Where to Find Batch Billing
To send invoices in bulk, head to your Finance Overview. Simply navigate to the Finances section—the Finance Overview is the first page you’ll see.
The Finance Overview helps you stay on top of your billing by clearly showing when an invoice is planned to be sent and what amount will appear on the next invoice. At a glance, you can spot if something looks off and take action before hitting the send button. Learn more about how the Finance Overview simplifies your billing here.
💡 Did you know? Famly supports automatic billing too. The Finance Overview will let you preview invoices before they go out automatically.
How to Send Invoices in Bulk
Use the checkboxes next to the children’s names to select who you want to bill.
An action bar will appear at the bottom of the screen. Click the
Send X invoicesbutton to proceed.A modal will pop up, summarizing how many payers will receive an invoice and the total amount being invoiced.
☝️ Note: If a child has two payers, two invoices will be sent even if you select only one child. This will be reflected in the modal, showing the total number of invoices being sent.
If you’re using automatic billing: Manually sending invoices can be useful even if you’ve enabled automatic billing. For select payers, the modal will notify you of any children who are on automatic billing. It will also give you the option to exclude them from the manual invoice run, ensuring you avoid duplicates or conflicts.
Invoice Date, Due Date, and Billing Period
Invoices sent manually from the Finance Overview are automatically configured based on your Billing Basics settings. Here’s how it works:
The invoice date is the day you send the invoices.
The due date is based on your billing basics configuration (e.g., how many days after the invoice date payment is due).
The billing period matches the payer’s billing frequency:
Weekly: The invoice covers one week.
Bi-weekly: The invoice covers two weeks.
Monthly: The invoice covers one month.
☝️ Note: If you need to customize the invoice period, due date, or invoice date, you can do so from the Billing Page. While we’re improving the Finance Overview, this functionality remains available there. Learn more here.
Why Can't I Send Invoices?
If the Send Invoice button is disabled, it means some information is missing. Check the following:
Missing billing frequency: If the status in the Next Invoice column says No set date, assign a billing frequency in the payer’s profile.
Missing plan: A child needs a billing plan to define the invoice amount. Click the
Add Planbutton to set one up.Missing payer: If the Payer column says
Add Payer, click the button to assign a payer.Missing email address: If there’s an exclamation mark icon next to the payer’s name, click it to add an email address in the payer’s profile.
The Billing page
If you need additional functionality or prefer the old way of sending invoices manually, you can still use the Billing page. Read more about how to use the Billing Page below.
Everything you need to know about the Billing page
Everything you need to know about the Billing page
At the top of the page, you have the option to choose your billing period:
week
month
custom period
Select a Due date, which may be [today], [3 days from now], etc.
Select Show advanced
Enter an Invoice date (defaults to today's date if left blank)
Select or Deselect the checkbox "Send invoice email to bill payer and invoice recipients" based on your preference
The table at the bottom shows a column of Payers on the left and a row of Months/Weeks across the top.
The row directly below the Months/Weeks row shows the total value of bills sent out for the entire center each month. You can send bills to the entire center by checking the checkbox next to your center's name.
The figures in each column represent the value of the bills sent out in that month, not how much revenue to expect from that month.
Bill payers will have a checkmark next to their name if they have items to bill for within the billing period you chose at the top of the page. You can check or uncheck bill payers at any time by clicking on the checkboxes.
The right-most column represents the value of invoices to be sent out for your current chosen invoicing period.
The amount shown is based on the invoice period you selected above and can be clicked in order to see a draft of the invoice.
A yellow dot means that the figure differs from the figure on the last invoice.
A blue dot means that no recent invoices have been sent for that child.
Final steps in batch billing
You may see a list of Unresolved issues. This usually means that the child does not have a bill payer linked to their account, or they don't have any plans or purchases to bill for in the period you've selected. If these issues remain unresolved, these children will not be included in the batch billing.
Once you are ready, navigate to the top of the page, and click on Create and send invoices.
The bill payers will receive an email with a copy of the invoice (if you did not unselect the checkbox under 'Show advanced'), and a post on their personal profile's newsfeed
