Invoice Types
We understand that the way settings choose to invoice their parents/carers will vary. Abacus is an extremely flexible system, providing 8 different invoice types to ensure there is a method which suits the way you run your business.
The invoice types available in the system are:
- Weekly Invoicing
This method allows you to invoice a child on a weekly basis. The invoice amount may vary depending upon the sessions the child has attended, the funding they are eligible for and any products or discounts on their account.
Weekly invoicing can also be used to produce four-weekly invoices; to do this you must run your invoices 4 weeks in advance of the last invoice and select the 'Combine Multiple Invoices' option. The system will pick-up the 4 weeks which haven't been invoiced, producing a four-weekly invoice. - Fortnightly Invoicing
This method allows you to invoice a child every 2 weeks. The invoice amount may vary depending upon the sessions the child has attended, the funding they are eligible for and any products or discounts on their account. - Calendar Monthly Invoicing
This method allows you to invoice a child each month. The invoice amount may vary depending upon the number of days in the month, the sessions the child has attended, the funding they are eligible for and any products or discounts on their account. - Quarterly Invoicing
This method allows you to invoice a child once every 3 months. The invoice amount may vary depending upon the sessions the child has attended, the funding they are eligible for and any products or discounts added to their account. - Termly Invoicing
This method allows you to invoice a child once each term and will be based on the term dates you have added in Settings > School Terms. The invoice amount may vary depending upon the sessions the child has attended, the funding they are eligible for and any products or discounts added to their account during that term. - Fee Planner Direct Debit Invoicing
Fee Planner is our Direct-Debit fee collection service which takes the hassle out of invoicing by collecting the money you are owed each month from parents' bank accounts each month on your behalf. Take a look at the Fee Planner article for more information. - Standing Order Invoicing
This method allows you to invoice an averaged amount each month for the child's regular sessions. You are able to use the Standing Order Calculator in Children > Account > Charges > SO Calculations to work out how much to charge.
This calculation will look at the regular sessions a child has booked in a week multiplied by the number of weeks you are open in a year divided by 12 months (regular sessions x no. of weeks open รท 12) Extra sessions and products are charged in addition to the averaged amount. - Bespoke Date Invoicing
This method allows you to invoice a child up to the date you have selected in Finance > Configuration. This gives you the ultimate flexibility if you have a special arrangement with a child's parent/carer which does not fit with any of the other invoice types.
When you add a new child onto Abacus you will need to select which invoice type you want to use. You are able to change a child's invoice type at any time by going to Children > Account > Charges > Invoicing.
Related Articles
Child Account - Charges Overview
The 'Charges' section of a child's account is where you are able to view and update invoicing details, add an opening balance or deposit to the child's account, calculate standing order amounts, or set a flat rate charge. To view a child's account, ...Fee Planner - FAQ
What is Fee Planner? Fee Planner is a service which collects money from parents' bank accounts each month on your behalf, allowing you and your staff to focus on providing quality childcare, instead of struggling to speak to parents about how much ...Fee Planner Report
The Fee Planner Report is to be used alongside our Fee Planner service. This report shows the name and status of all children who have been allocated a Fee Planner number in Abacus; you are able to include each child's account balance if you wish. To ...Fee Planner - Collection File
Your Fee Planner File is due to us on the 20th of every month (or nearest working day). In order for us to process your file without any errors please make sure your file is sent to us in the correct format. Failing to do so could mean your file is ...Fee Planner - How to set up parents.
Setting up your parents on Fee Planner is as easy as completing a form. Send your parents the Fee Planner form with the following information (below is a basic template, feel free to use & customise!) Dear Parent/Carer, Our nursery uses a service ...