Billing for a centre

For a centre, the routine is to check the children’s arrangements, review the calendar, preview parent invoices, and then check completed periods for differences. Programs at the same site can use different invoice schedules.

Before the first run

Check each program’s tuition terms and service-day rules. Review its default invoice schedule and permitted alternatives, then confirm the schedule agreed for each enrollment.

The tuition pricing basis and invoice schedule serve different purposes. The pricing basis governs the agreed amount; the invoice schedule determines when portions of that amount are billed. A change in timing alone does not change the price for the same care.

Review each child’s care schedule, billing contact, price guarantee and funding. The site must have Billing Enabled, and each Enrollment needs a reviewed invoice schedule. See tuition rates and guarantees and review the first invoice.

Check the children and dates

Before each run, check starters, leavers, changed weekdays and expiring funding approvals. Keep planned and emergency closures accurate in the site calendar.

Attendance is useful evidence, but it does not decide whether a day is chargeable. A child can miss a paid day, and a closure can remain paid under the service-day rules.

Preview and create the invoices

1. Open Billing → Invoice Cycles.
2. Choose Date in period, then use site, program and frequency filters.
3. Check each enrollment’s exact period and select the intended rows.
4. Choose Preview provisional invoices and review tuition, payer shares, projected charges and issues.
5. Check the Invoice due date, then choose Run reviewed batch when the preview is correct.
6. Review the result for every selected enrollment and the invoices created.

A three-day enrollment schedule may produce fewer chargeable days than a five-day schedule. Parent invoices can also be lower than total tuition because public funding and subsidies cover part of it. Check the payer split before deciding that an amount is missing.

Prepare and run invoice cycles explains the full process and what to do when an item cannot run. Issuing invoices does not confirm that families have paid.

Check the completed period

After the required pricing periods end, review a Final invoice preview for the original enrollment cycles. Explain any resulting charge or credit using its care dates and reason.

Use Final invoice runs and subsidy corrections for those reviews. When a family asks about an amount, the invoice guide provides a shared starting point.