From January 1, 2026, new funding regulations will come into effect for UK settings. To support you with these changes, we are releasing a new invoicing experience with several improvements, making it easy to follow the new legislation and providing you with a range of other improvements.
What’s included in the new invoicing experience?
With the new invoicing experience, you will get an even more stable technical foundation, making your finance experience overall smoother, and on the platform, you will see:
A redesigned invoice template that meets the upcoming legal requirements and gives families a more transparent invoice, and an invoice that is easier to understand.
A better rounding experience that makes the numbers add up better than before (we've included examples in this article!)
No need to update plans when the price changes on packages or sessions; this will happen automatically.
The ability to pick up price changes automatically without scheduling changes.
Invoice items, enabling downloading invoices on items level
Access to new finance features for managing funding and payments more easily under the new legislation. You'll also have access to Automatic extra charges and the new Funding loop export, which you can read more about by following the links
How to get started with the new invoicing experience
To begin using the new invoicing features:
First, you'll need to create new invoicing profiles
Go to your Settings → click on Finances → Pricing → Fundamentals and find your Invoicing profiles
Click on Add invoicing profile
Keep your existing attendance schedules
Select a new invoicing scheme (labelled without discontinued)
Update children’s plans to use the new invoicing profiles
💡 If you see one of your invoicing profiles or billing schemes marked with Discontinued, don't worry! This is to inform you that this is an older Actuals invoicing profile, not using Improved Actuals. These invoicing schemes will not be removed immediately and will continue to work as usual
Once updated, invoices will:
Be generated using the new design
Be included in the new funding loop exports
Support automatic extra charges
Use the improved rounding method
Annualised invoice example:
Actuals invoice example:
💡 If you want to use the new invoices for Improved actuals, you will need to enable it from the Playground tab in your sidebar
📅 A quick note about timing: If you switch to the new invoicing profiles partway through a month, the first invoice you generate won’t use the new design just yet. To make sure your invoices follow the new design from the start, update children’s plans to the new invoicing profiles on the 1st of the month
Examples of the new annualised calculation
The improved annualised billing scheme helps you explain annualised invoices to parents more clearly and transparently. When you preview or invoice a plan using improved annualised, the system first calculates the actual weekly cost of care for an idealised week. This assumes the child attends all their booked days and is not absent due to sickness.
The total for this idealised week is then multiplied by the number of chargeable weeks in the year, and the result is divided by the number of invoices issued per year.
Weekly total × Weeks of care ÷ Number of invoices = Annualised total
To give you some examples, let’s say we have the following sessions and charges:
Full Day 10 hours costing £58.68
Extra charges costing £12.40, and
If a Full Day receives funding, we’ll add the extra charges to it
📌 In the following examples, automatic extra charges are being used. This means that whenever funding is applied to a session, any relevant extra charges will be added automatically
Example 1
A child attends one full-day session on Mondays and receives 10 hours of funding.
Full Day (10 hours): £58.68
Extra charges: £12.40
Since the full day is fully funded, only the extra charge is added:
Weekly subtotal: £58.68 (session) + £12.40 (extra charge) − £58.68 (funding) = £12.40
Total on invoice:
£12.40 × 51 ÷ 12 = £52.70
Example #2
A child attends 4 full days (Monday to Thursday) and receives 22 hours of funding.
Full Day (10 hours): £58.68
Extra charges: £12.40
Weekly subtotal:
(4 × £58.68) + (3 × £12.40) − (2 × £58.68) − (0.2 × £58.68) = £142.83
Total on invoice:
£142.83 × 51 ÷ 12 = £607.03
Example #3
A child attends 3 full days per week and receives 11 hours of funding.
Full Day (10 hours): £58.68
Extra charges: £12.40
Weekly subtotal:
(3 × £58.68) + (2 × £12.40) − (1 × £58.68) − (0.1 × £58.68) = £136.30
Total on invoice:
£136.30 × 51 ÷ 12 = £579.28
What’s next for invoicing?
This is the first step in an improved invoicing experience. Additional features will be released throughout 2026, and we'd love to hear your thoughts.
📣 If you have questions or feedback, please reach out to support@famly.co