Invoicing profiles are the foundation for how children are billed in Famly. Setting them up properly makes sure fees, attendance, and funding are calculated correctly, so invoices go out smoothly each month.
There are three steps to creating a full invoicing profile:
Create an Attendance Schedule
Build the Invoicing Profile
Add any Funding Grants
This article will guide you through each step.
Create an Attendance Schedule
Before you can create invoices, you need to tell Famly when children are expected to attend. This is done through an attendance schedule, which acts as the calendar for your invoicing profile.
To create an attendance schedule:
Go to Settings → Finances → Pricing → Fundamentals → Schedules and click Add attendance schedule
Give your schedule a clear name so you can find it later
Choose between:
Full year: covers all days of the calendar year (not including closure days)
Specific dates: lets you mark term dates, holidays, and breaks on a calendar (highlight all your term dates in purple, and leave half-term or holiday dates blank)
If you use Specific dates, remember to extend the schedule when it ends; otherwise, invoices may stop generating.
If you've deleted an attendance schedule you'd like to restore, you can do so by clicking on the Include deleted checkbox. Your deleted attendance schedules will display in the list, and you can click on the ... to Restore them.
💡 If invoices show £0 or you see “There is no attendance data available,” double-check that the dates in your schedule are highlighted in purple. Famly will also show a warning if your schedule is about to expire, so you can update it in time.
Build the Invoicing Profile
Now that you have an attendance schedule, you can decide how families will be billed. This is where you set whether invoices are based on actual usage or a fixed monthly amount.
To set up an invoicing profile:
Go to Settings → Finances → Pricing → Fundamentals → Invoicing profiles and click Add invoicing profile
Give it a name and link it to the correct attendance schedule you made previously (full-year care or specific dates)
Choose your invoicing scheme type:
Actuals: charges families for the exact hours or sessions they book.
Annualised: works out an average monthly amount by spreading weekly fees across the year (for example, £120 per week x 52 weeks ÷ 12 months = £520 per month). You can set the number of weeks of care you are offering, and how many invoices you want to spread the cost across. For example, if you are annualising care for a full year but close for 2 weeks throughout the year, you would enter 50 weeks of care across 12 invoices.
💡 Because annualised billing spreads weekly fees across the whole year to create an average monthly amount, any changes to a plan during the year will usually affect the monthly fee. If a change happens in the middle of a month rather than on the 1st, that month will be charged based on the actual attendance as a percentage of the month.
You can delete invoicing profiles from this section too, but keep in mind, the invoice profile will be removed from any children's plans it's been linked to, meaning you need to reassign an active invoice profile manually to each child.
Add Funding Grants
The final step is to add any government or local authority funding, so Famly can automatically deduct this from invoices where applicable.
To add a funding grant:
Head to Settings → Finances → Fundamentals → Funding grants and click Add funding grant
Enter a name for the funding, the hourly rate, and the date range it applies to
Click Confirm to save
Once funding grants are set up, you can add them to children’s plans, ensuring the correct amount is applied to their invoices.
💡 Make sure you allocate funding to the right groups of children. For example, Famly won’t automatically link under-2s funding to children under 2, so you’ll need to set that up yourself in their booking plans
Handy Tips for Building Invoicing Profiles
Keep attendance schedules updated, especially if you run on term-time dates
Pick the billing type that works best for your families: Actuals for flexibility, Annualised for predictable monthly payments
Double-check funding dates so the right grants are deducted