đ To migrate to Improved Invoicing and create new invoicing profiles, youâll need the Configure finance settings permission enabled
Improved Invoicing is an updated version of Famly's invoicing experience, designed to make billing more accurate and reduce manual admin. This article walks you through how to migrate your existing setup, including what to check before you start and how to update your invoicing profiles and children's plans.
Step 1: Create New Invoicing Profiles
Go to Settings, then Finances, then Pricing, then Fundamentals and scroll to Invoicing profiles
Click Create to add an invoicing profile
Use the same attendance schedules as your existing profiles
Give your new invoicing profile a name
For the scheme, select the actuals or annualised option marked Improved
đĄ It can help to add an asterisk to your new profiles so they're easy to spot. You can always remove this later
Step 2: Update Children's Plans
Once your new invoicing profiles are set up, you'll need to update each child's plan individually. To do this:
Go to the child's profile and open the Bookings tab
Open their booking plan and click on the old invoicing profile
Choose the new one from the options
Repeat for each child you want to migrate
If you have already invoiced for this period, youâll need to create a new plan starting after the last invoice date.
đĄ If you have a large number of plans to update, reach out to our support team via the in-app chat. In some cases, they may be able to process these in bulk on your behalf
đĄ We recommend updating a small number of plans first and checking the invoices look correct before continuing with the rest
Things to Check Before Migrating
The new invoicing experience doesn't support everything the old one did. Before switching, check that your plans don't include any of the following:
Monthly prices on sessions, packages, or extra charges. Go to Settings â Finances â Pricing â Pricing structure and open each of your priced items. If anything is priced monthly, you'll need to convert it to weekly, per session, or hourly pricing before migrating. You can schedule this change to take effect from a future date so you don't need to update everything straight away. To do this, open the item, update the price and frequency, and set a start date for when the change should kick in
Monthly or yearly funding. Check the Public funding section in each child's booking plan. If funding is currently set to monthly or yearly, you'll need to update it to weekly before migrating, as the new invoicing experience only supports weekly funding
Monthly discounts on annualised plans. Check each child's booking plan and remove any monthly discounts before migrating
đĄ If you're unsure whether your current setup is compatible, reach out via the in-app chat before making any changes
Frequently Asked Questions
Do I have to switch?
Not yet. There is no set sunset date for the old invoicing experience, so no one is being forced to switch right now. If youâre not sure about switching, weâd love to hear your thoughts; talk to us in-app or contact support@famly.co so we can talk things through
Does this work the same way for multi-site settings?
Yes. Finance settings are managed site by site, so the migration process is the same regardless of whether you're on a single site or part of a larger group.
Will my existing invoices change?
No. Only invoices generated after the migration will use the new design and calculations.
Why canât I apply pricing monthly anymore?
The new invoicing experience calculates prices on a weekly basis, which makes invoices more accurate and easier to read. Monthly pricing isn't compatible with how the new system works under the hood, so all sessions, packages, and extra charges need to be set to a weekly, per session, or hourly price instead.
How do I change my monthly pricing?
Go to Settings â Finances â Pricing â Pricing structure and open each of your priced items. Update the price and frequency to weekly, per session, or hourly. You can schedule this change to take effect from a future date if you'd prefer not to update everything straight away.
What if I have a specific setup that isn't covered here?
Every nursery works a little differently, so if you're not sure how to handle your current setup in the new invoicing experience, get in touch via the in-app chat, and we'll help you figure it out.