Billing for a home child care agency

Home agency billing has two sides: what families owe for care, and what the agency owes each home Site. They share underlying care and tuition information, but have separate schedules, previews and runs.

A home Site can receive monthly remittances while some children are invoiced biweekly. Changing invoice timing alone does not change the agreed tuition or the Site’s entitlement for that care.

Set up the terms

Check each program’s tuition terms, service-day rules, default invoice schedule and permitted alternatives. Review the schedule agreed for each enrollment, along with the billing contact, price guarantee and funding.

For each home Site, check its remittance schedule, formula and current payee. The remittance schedule controls the Site periods independently of the children’s invoice schedules.

The site must have Billing Enabled, and each Enrollment needs a reviewed invoice schedule. See review the first invoice.

Keep care information accurate

Record holidays, planned closures, emergency closures and enrollment schedule changes in the owning records. Attendance and chargeable days are different: a child may be absent on a paid day, and a closure may remain chargeable under the terms.

Review these facts when checking both invoice and Site remittance previews. There is no separate readiness approval to complete.

Run parent invoices

Open Billing → Invoice Cycles. Each row covers one enrollment and its dated period. Select the rows, choose Preview provisional invoices, and review the amounts before choosing Run reviewed batch.

Compare tuition with the separate payer shares. The parent invoice covers the family’s share after applicable funding, so it can be lower than total tuition.

Use Prepare and run invoice cycles for the full steps. After the required pricing periods end, review the Final invoice calculation.

Run Site remittances

Open Billing → Site Remittances and find the home Site’s period. Use Preview advance for its advance or Preview reconciliation for the completed entitlement comparison.

Check the Site, dates, entitlement, amounts already recorded, corrections, carried balances and payable total. Resolve any issues shown before choosing Run reviewed remittance.

The remittance advice explains the calculation. The payable records what is owed to the Site’s payee. Creating those records does not record a bank transfer.

A due advance for a later Site period can be processed independently of an earlier period’s reconciliation. Check the action’s own issues and dates rather than assuming a parent invoice or another cycle must run first.

Check each result separately

Invoice differences and Site remittance differences have separate histories and application state. Review the result in the workspace that produced it. A parent credit does not, by itself, prove that the Site’s remittance has been corrected.

For the parts of the Site calculation and the meaning of carried balances, continue to Home remittance and adjustments.