How billing works
A childcare bill starts with three questions: what care was agreed, which days are chargeable, and who pays? AmalynCare uses those answers to calculate tuition. Separate schedules determine when families are invoiced and when a home Site’s remittance is calculated.
For the regular routine, start with billing for a centre or billing for a home child care agency.
Tuition and invoice timing
Section titled “Tuition and invoice timing”An enrollment records the child’s agreed care dates and schedule. The program supplies tuition terms, including rates, the period used to calculate them, and the rules for chargeable service days. A price guarantee can preserve agreed tuition terms for a child.
The invoice schedule determines which dated periods are invoiced. The program supplies the default and any permitted alternatives; the child’s enrollment records the agreed selection. Two programs at the same site can therefore invoice on different schedules. Changing only the invoice schedule does not change the agreed tuition or funding shares for the same care.
Before including an Enrollment, check its agreement, funding and invoice schedule. Approving an application alone does not create an invoice; a reviewed invoice run records the first billing result.
Attendance and chargeable care are different. A child can be absent on a day the family must pay for. A closure can also remain chargeable under the program’s service-day rules. Recording attendance does not decide the charge by itself.
Who pays the tuition
Section titled “Who pays the tuition”A family may cover the full tuition, or share the cost with a public funding program and a subsidy agency. The family’s share becomes the amount billed to the family, so total tuition and the parent invoice can be different amounts.
For example, imagine a chargeable day costs $58. The program’s fee policy leaves a $22 parent share, and the child’s subsidy covers $8 of that share:
| Who covers the day | Amount |
|---|---|
| Public funding program | $36 |
| Subsidy agency | $8 |
| Family | $14 |
| Total tuition | $58 |
These are example amounts. Your tuition terms, funding arrangements and eligibility determine the real figures.
Two independent cycle workspaces
Section titled “Two independent cycle workspaces”| Workspace | Each cycle covers | Runs |
|---|---|---|
| Invoice Cycles | One child’s enrollment and a dated invoice period. | Provisional creates the initial billing; Final checks the completed calculation and its differences. |
| Site Remittances | One home Site and a dated remittance period. | Advance records the period’s advance; Reconciliation checks the Site’s entitlement against amounts already recorded. |
A home Site can have a monthly remittance schedule while its children have monthly or biweekly invoice schedules. The Site’s entitlement follows its remittance terms and the underlying care calculation. It is not the sum of parent invoices issued during that remittance period.
Every run starts with a financial preview. Check the figures and the reasons for any unavailable calculation before running it. If the underlying information changes, review a fresh preview.
The records created by billing
Section titled “The records created by billing”An invoice presents amounts owed by a payer. A payment records money received. A credit can reduce what is owed, and a refund returns money that was paid. Issuing an invoice does not mean it has been paid.
For home care, remittance advice explains the Site calculation and a payable records the amount owed to the Site’s payee. Creating those records does not confirm that a bank transfer has happened.
Cycle history shows the calculation captured by each run and its differences. The resulting invoices, credits and remittance documents retain their own payment and processing status.
Where to go next
Section titled “Where to go next”- Tuition rates and price guarantees explain the starting price.
- Billable days, holidays and closures explain which days count.
- Prepare and run invoice cycles explains the preview and first invoices.
- Home remittance and adjustments explains Site calculations.