Part 2 - Invoice Generating: Billing & Invoices

Welcome, administrators! In this guide, we'll dive into the robust billing and invoice section of Digital Childcare, empowering you to efficiently manage financial transactions and streamline billing processes within your childcare centre. 

Let's explore the tools and features designed to simplify your administrative tasks and ensure smooth financial operations.

Let's begin by navigating to the billing section. 

Here, we'll delve into each of these tabs to understand their functionalities.

In the invoice section, administrators can access all family invoices. 

Clicking on the magnifying glass icon enables admins to search invoices by child names, parent names, or invoice numbers.

By clicking on this symbol, administrators can filter through various options to navigate through invoices more efficiently.

To void an invoice, click the 'Actions' tab for the specific invoice and select 'Void Invoice'. The invoice will remain on file for record-keeping purposes.

The 'Settings' tab is located at the top right corner of the main invoice page.

Clicking on the 'Settings' tab opens up the box below. This section allows admins to set billing cycles, automate invoices, add invoice descriptions, and include notes.

In the top right corner of the screen, users can access the 'Export' tab to filter through invoices and download a PDF file. This option is also available in the payments section.

Now, let's delve into creating a new invoice. Simply click on the 'Add Invoice' tab to get started.

Administrators will land on this page where they can input all the necessary details to generate an invoice for a family.

Now, let's navigate through some key areas in this window.

Admins can generate invoices for various purposes. Clicking on the 'Category' tab offers different options to select from, such as program fees or late pick-up fees.

Click on the 'Child' tab to specify which family the invoice is for. Admins can select multiple children if necessary.

Specify the due date of the invoice here. If needed, specify the start and end dates of the current invoice period. For example, if the invoice is for the month of January, include January 1st for the start date and January 31st for the end date.

Administrators can adjust and split invoices as needed to accommodate families.

At the top right corner of the page, admins can cancel an invoice at any time if they no longer need to complete it. They can also save the invoice as a draft to return to later.

After completing the invoice, simply click on "Send Invoice" to email it directly to the families. If the invoice is scheduled, it will be sent to families according to the schedule.

In the payments section, users can access the complete payment history of all families, including details such as payment method and remaining balances.

When navigating payments, admins have several search options available. Clicking the magnifying glass allows for searching by child's or parent's names.

Admins can filter payment methods by clicking the corresponding icon, selecting the desired option, and clicking "OK."

To search for a specific date range, admins can click the highlighted icon, input the start and end dates, and then click "Search."

To cancel a payment, simply navigate to the actions tab for the corresponding payment and select "Cancel Payment."

Administrators can add credits to a family's account by clicking "Add Credit."

When families make payments, admins will click "Add Payment," enter all required information, and then click "OK."

The payment will be reflected on the main screen and will adjust the account balance accordingly.

In the subsidies section, admins can add various agencies as needed to streamline invoice generation.

If applicable to the childcare center, click on "Add Agency." From there, admins can choose between two options: CWELCC and Subsidy.

If applicable, admins can choose CWELCC. The necessary information will already be provided, and admins can simply input the agency's ID and description, then click 'save'.

The second available option is Toronto Childcare Subsidy. Once saved, admins will enter the child's specific rate in their profile, and invoices will be generated accordingly, as explained in Part 1 - Invoice Generation.

In the settings section, admins can choose their payment style, either a monthly rate or a scheduled daily rate.

Click "Edit" on the overview page, and in the new window, select your preferred plan type for your family's invoices.

Congratulations on learning how to generate invoices efficiently! 

Now that you've mastered this feature, be sure to check out our other tutorial videos for even more helpful tips and tricks.

Here is a Video link for further support