Accurate billing is a cornerstone of childcare management. Before generating invoices for parents, it is crucial to configure Charges, Taxes, and Discounts within the system. This guide provides a step-by-step walkthrough for setting up each element and creating a structured Tuition Plan to streamline your billing processes.
How to add Charges
represent the specific charges associated with services or items (e.g., tuition, admission fees).
Navigate to Tuition Plan > Click on Charges > Select Add Charges.
Fill in the form with:
Name: Name of the Charge (e.g. "Admission Fee").
Description: Details that will appear on the invoice.
Unit Price: The charge amount (can be edited during invoice generation).
Category: Choose between:
One-Time: A non-recurring fee.
Recurring: A periodic fee (e.g., monthly tuition).
Item Code: Assign a unique identifier for easy tracking and application.This ensures that admins or finance teams can easily identify and apply the correct charges while creating invoices, streamlining the process
Refundable Status: Check the box if the fee is refundable. Any fee collected via a Refundable Fee component will appear as Deposit made against the student.
Click OK to save.
Repeat these steps to create additional charges like transportation, food, or extracurricular fees.
Please refer to this video for a more detailed understanding:
How to add Tax Components
Taxes apply to fee components as required by regional regulations.
Navigate to Billing& Accounting>Fee Plan>Tax Rate > Click on Add Tax Rate.
Fill in the form with:
Tax Name: Label the tax (e.g., "VAT").
Tax Rate: Enter the percentage.
Item Code: Assign a unique identifier for the tax.
Click OK to save.
You can get an overview of all the tax rates on the main tax screen
Please refer to this video for a more detailed understanding:
How to configure Discount Codes
Discounts offer flexibility for special pricing (e.g., sibling discounts).
Navigate to Billing & Accounting>Tuition Plan> Discount > Click on Add Discount.
Fill in the form with:
Discount Name: (e.g., "Sibling Discount").
Type: Choose between percentage or fixed amount.
Amount/Percentage: Enter the value.
Item Code: Assign a unique identifier.
Discount Type: Select either:
Standard: Automatically applied to all invoices.
Conditional: Applied based on set conditions:
Usage Limit: Specify a maximum number of applications. Let's say this discount expires after X (eg . 10) applications, which means it can only be applied to first 10 invoices and become invalid post that.
Expiration Date: Define a validity period. Let's say, this discount is valid until 31st October 2025, which implies it can be applied to all invoices being generated until 31st Oct 2025, post which it will be invalid.
Click OK to save.
The Discount screen provides options to filter, edit, or delete discounts.
Please refer to this video for a more detailed understanding: