Ad-hoc purchases are sessions or charges that sit outside a child’s regular booking plan. While a child’s plan reflects their recurring weekly attendance, ad-hoc purchases are one-off additions. These might include extra sessions, late collection fees, or irregular bookings such as holiday club.
💡 A session or product will only be available for ad-hoc booking if an ad-hoc price has been set when it was created
Adding an Ad-Hoc Purchase
When you add an ad-hoc purchase, it is immediately reflected in your revenue reports, occupancy reports, and registers.
To add an ad-hoc purchase:
Search for and open the child’s profile
Go to the Bookings tab
Click Add next to Purchases
Select the relevant pricing band
Choose the date for the session or product
Select the items you want to add
You can select multiple items and add them in bulk
Selected items will appear in the summary panel
Add a discount or note if needed
Click Add purchase
The added purchases will then appear in the Purchases overview.
Adding Purchases for Multiple Children
You can also add the same ad-hoc purchase for multiple children at once.
To do this:
Go to Finances
In the Overview tab, select the children using the checkboxes
Click Add purchases from the action menu
Choose the pricing band and date
Add the sessions or extra charges
Click Add purchases to confirm
Viewing All Purchases
You can view all ad-hoc purchases and extra charges in one place:
Go to Finances → Overview → Purchases tab
From here, you can:
Filter purchases by status
Get a clear overview of all bookings
See warnings if any bookings are in the past
View a simple summary of the number of sessions and extra charges in each purchase
Approve or reject parent-requested care
Deleting an Ad-Hoc Purchase
You can delete ad-hoc purchases as long as they have not been invoiced (indicated by a green checkmark).
To delete a purchase:
Open the bundle of purchases
Click Remove under the relevant item
If the purchase has already been invoiced:
You must first cancel the invoice
Then delete the ad-hoc purchase
After that, you can reissue the invoice
💡 All selected items are grouped into a single purchase bundle. We recommend not mixing purchases from different months in the same bundle, as they will be invoiced together
Invoicing Ad-Hoc Purchases
Ad-hoc purchases are automatically included the next time you run invoicing.
It is not possible to create an invoice for only ad-hoc purchases.
If the ad-hoc purchase relates to a period that has already been invoiced:
You can create a new invoice for the same period
The ad-hoc purchase will then be included
☝️ If you do not charge for sessions when a child is unwell, you will need to delete the ad-hoc session. This rule only applies to sessions in a plan, not ad-hoc purchases
Adding an Extra Session After Invoicing
If a child has already been invoiced but needs an extra session, you have two options:
Add it as an ad-hoc purchase
This allows you to invoice for the extra session
You can send the invoice immediately or include it in the next billing cycle
Update the child’s booking plan
Cancel the existing invoice
Go to the child’s booking plan and schedule a change for that week
Add the extra session and save
Schedule another change for the following week to return to the usual pattern