Prepare and run invoice cycles

Use Invoice Cycles to create invoices for children’s enrollment periods. Each row belongs to one enrollment. You can review a batch of selected rows together, even when several programs use the same invoice schedule.

The first run is Provisional. Running it creates financial records, so review the preview before posting.

Choose the enrollments and periods

1. Open Billing → Invoice Cycles.
2. Set Date in period to a date within the period you want to invoice.
3. Use the site, program and frequency filters to find the enrollments.
4. Check each row’s child, enrollment and exact start and end dates.

The selected date finds the containing period for each enrollment’s agreed schedule. Two biweekly schedules can have different start dates, so check the dates shown in the rows rather than assuming every row covers the same fortnight.

Check the source information

Confirm that the program’s tuition terms and the child’s agreed schedule are correct. For new enrollments, check the agreement, funding and invoice schedule before reviewing their first invoice. Review new starters, leavers, guarantees ending and subsidy approvals.

Keep the site calendar accurate, including planned and emergency closures. The service-day rules determine whether those days are chargeable. A recorded absence or closure does not automatically reduce the bill.

Preview the selected batch

1. Select the enrollment rows you intend to invoice.
2. Choose Preview provisional invoices.
3. Check the displayed enrollment periods, tuition and payer shares, projected charges, and any issues.
4. Review the Invoice due date.

Check individual children as well as the total. A three-day schedule may have fewer chargeable days than a five-day schedule. A subsidy that begins partway through the period applies only to the eligible dates.

Resolve reported issues before posting. If you correct a rate, care schedule, closure or funding authorization, create and review a fresh preview. A preview of earlier information cannot be used to confirm a changed calculation.

Create and check the invoices

When the preview is correct, choose Run reviewed batch. Review the result for every selected enrollment, including any failed items, and open the resulting records as needed.

Parent invoices may be lower than total tuition because public funding or a subsidy covers part of the cost. Issuing the invoices does not record payment, and this run does not create the home Site’s remittance.

If a request fails or the page does not show the result, refresh and check captured runs before trying again. Confirm which enrollment cycles were posted so you do not mistake a partial batch result for a complete one.

After the required pricing periods have ended, use Final invoice runs to review differences. Home agencies use the separate Site remittance workflow for amounts owed to home Sites.