Billing & payments

Billing connects the care a child is scheduled to receive with the tuition, chargeable-day rules and funding that apply. It then records the amounts charged and the payments or adjustments affecting what remains owing.

From care to a bill

Tuition is the starting price of care, set on the program. Its pricing basis defines the period used to calculate that price. Billable days are the days charged under the care schedule and billing rules. An Invoice Cycle is one enrollment’s dated invoicing period, such as a month or two weeks. Changing invoice timing does not change the agreed price for the same care.

Funding can divide the day’s tuition between the family and other payers. CWELCC stands for Canada-wide Early Learning and Child Care. AmalynCare calculates the starting parent share under the Ontario CWELCC daily-cap fee policy when that policy applies to the program’s tuition. A subsidy authorization records an agency’s approved coverage for a particular child and dates. An enrollment’s billing contact, price guarantee and funding details help establish the child’s arrangement.

How billing works explains the full approach, including previewing a cycle and checking the completed period.

Charges, balances and home remittance

An invoice presents the charges for a billed period. A balance is what remains owing after recorded payments, credits and adjustments. A leave status or a changed schedule does not, by itself, explain why an amount changed; review the billing rules and the period concerned.

For a home child care agency, Site remittance is the amount worked out for the home Site. A Site Remittance Cycle has its own dated period, review and adjustments. Its schedule can differ from the children’s invoice schedules. The centre and home agency guides below explain their respective routines.

Looking at your family’s bill? Start with Read a parent invoice, or ask your program about a bill or payment.

Start with the basics

Get the rates, care days and funding arrangements clear before billing.

How billing worksUnderstand tuition, parent invoice cycles, and home Site remittance cycles.Tuition rates and price guaranteesSet the price of care, plan a rate change, and understand a child's price guarantee.Billable days, holidays and closuresUnderstand how a child's schedule and your closure rules affect tuition.CWELCC and child care subsidiesUnderstand how public funding and a child's subsidy affect the family's share of tuition.Set up deposits with a deposit policyDecide the deposit families pay when a child joins a program, and agree each child's deposit at approval.Set up an enrollment's billing and fundingRecord the family's agreement, invoice schedule and funding before reviewing the first invoice.

Run and review billing

Preview the first bills, then check the completed period for differences.

Prepare and run invoice cyclesReview each child's invoice period and preview the charges before creating invoices.Check a completed period with a Final invoice runCompare the initial invoice calculation with completed care and review additional charges or credits.

Understand the bill and balance

See what an invoice covers and how payments, credits and refunds affect it.

Read a parent invoiceUnderstand what a childcare invoice covers and why the amount can change.Payments, credits and refundsUnderstand what has been paid, what can reduce a bill, and what has been returned.

Follow your program’s billing routine

Choose the centre or home agency guide. Home operators can go straight to the remittance explanation.

Billing for a centreReview tuition and care information, run parent invoices, and check completed periods.Billing for a home child care agencyRun parent invoices and home Site remittances on their own schedules.Home remittance and later adjustmentsUnderstand a home's independent remittance schedule, advances, and later adjustments.

Sort out a change or question

Review a late subsidy or attendance change, or find out what to send with a billing question.

Correct a subsidy after billingReview a late subsidy change and understand the charges or credits it can create.Correct attendance after billingReview an attendance change after a Final invoice run and record the resulting charges or credits.Ask about a bill or paymentFind the right person and give them the details needed to explain your childcare bill.