🔒 You can add and manage deposits on our Premium and Professional packages. To learn more about pricing, click here!
Deposits can be used to secure a child’s place and are usually refunded when the child leaves your setting. This guide covers how to add, manage, and return deposits in Famly, as well as how to track them using reports.
Adding a Deposit to a Child's Account
To add a deposit:
Head to the child’s profile
Click on the Bookings tab
In the Deposits section (bottom right), click Add
Enter the following:
Bill payer
Amount
Deposit date
Note (optional)
Check the Already paid box if the deposit was paid outside of Famly or leave it blank if you need to invoice for it
Click Save
Handling Different Deposit Scenarios
The deposit has already been paid outside of Famly
If the deposit was paid for outside of Famly:
Tick the Already paid box when adding the deposit
When it's time to refund the deposit:
Delete it from Famly by going back to the child's Bookings tab and clicking on the Deposit
Click on the bin icon to remove it
Return the deposit by sending the amount back to the bill payer's bank account
You can't refund a deposit in Famly if it wasn’t originally invoiced for, as this would affect revenue calculations and cause that bill payer's balance to display a credit. If you check the Already paid box when adding a deposit, you'll see Paid externally in the Deposit section.
The deposit has already been paid, but you want to log it in Famly
If you'd like to show the full deposit history in Famly:
Add the deposit and leave the Already paid box unticked
Save the deposit
Log a payment for the deposit amount
Send an invoice charging for the deposit
The bill payer will see that the payment has already been made
The deposit has not been paid yet
If the deposit hasn’t been paid:
Add the Deposit and make sure you leave the Already paid box unchecked
The deposit status will change to Pending invoice
Next, raise an invoice. It will appear as an extra charge on the next invoice sent
The deposit status will change to Invoiced
Returning a Deposit
To return a deposit:
Go to the child’s profile
Click on the Bookings tab
In the Deposits section, click the relevant deposit
Click Return
Lastly, raise an invoice
The returned deposit will appear as a credit on the next invoice, and the deposit return status will change to Invoiced
💡 You should only return a Deposit using the Return button if the Already paid box was unchecked
Viewing a Report of All Deposits
To view a list of all deposits:
Click on the Finances tab in the menu
Open the Reports tab
Select Deposits from the drop-down menu
A full list of deposits will appear
To export the report:
Click Download as CSV