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Keeping up with complicated invoicing schedules can be tricky, especially if you invoice some bill payers monthly and others weekly. Whatever your setup, with Automatic Invoicing, you can set up monthly, bi-weekly, or weekly invoicing frequencies and apply these to any bill payer - so you can leave all the scheduling up to Famly.
We'll even let you know once we've sent the invoices and tell you exactly how many were sent. In some cases, invoices will fail to be sent (this could be because some parents have already been partially invoiced for the period chosen for example), which may have led to you to miss these payments in the past. But not to worry! We'll also let you know about any failed invoices and you can head over and use the batch invoicing page to see the errors, correct them and manually send out anything that's been left over.
Please note, this feature is available for customers on our Professional package. If you're unsure of which package you're on, please reach out to firstname.lastname@example.org.
Setting up Automatic Invoicing
To configure your settings for Automatic Invoicing, head to Settings → Finance → Automatic Invoicing.
Once you're there, you can enable up to three different frequencies of invoicing. You can choose which frequency (or frequencies) to make available.
We support setting either the first or last working day or an exact date each month.
Automatically send invoices every 14 days. The first invoices will be sent on the date you select, followed by every 14 days thereafter.
Automatically send invoices every week on a specific day.
After enabling the different frequencies above, you will need to define the period the invoices should cover:
Invoice for next period
Invoices sent monthly on the 28th will cover the first to last date of the following month (Sent Feb 28th, covers Mar 1st to Mar 31st)
Invoices sent bi-weekly on Wednesdays will cover Monday - Sunday the two following weeks
Invoices sent weekly on Wednesday will cover Monday - Sunday the following week
Invoice for the current period
Invoices sent monthly on the 28th will cover the first to last date of the current month (Sent Feb 28th, covers Feb 1st to Feb 28th)
Invoices sent bi-weekly on Wednesdays will cover Monday - Sunday the current and next week
Invoices sent weekly on Wednesday will cover Monday - Sunday the same week
Invoice for the previous period
Invoices sent monthly on the 28th will cover the first to last date of the previous month (Sent Feb 28th, covers Jan 1st to Jan 31st)
Invoices sent bi-weekly on Wednesdays will cover Monday - Sunday the two previous weeks
Invoices sent weekly on Wednesday will cover Monday - Sunday the week before
You can also automatically assign an invoicing frequency to any new bill payers you create by toggling on Assign to new bill payers
Enabling this will automatically add the selected invoicing frequency to any newly created bill payer regardless of how that bill payer was created. This will make it nice and easy to ensure all bill payers are invoiced as soon as they join the nursery.
By default, the due date of the invoices will be set to 10 days after the invoice is sent. This can be adjusted by adjusting the payment deadline in the Select payment deadline field.
You can also notify bill payers to let them know how their automatic invoicing went.
Applying Automatic Invoicing to a single bill payer
To apply an automatic invoicing schedule to a bill payer, head to a child's profile and click on Bookings. From here, click on the bill payer's name in the Bill Payers box to navigate to their bill payer profile. Toggle on Automatic Invoicing here and select the schedule you'd like to apply to this bill payer.
If you've only configured one schedule, that schedule will be pre-selected.
The selected schedule will be indicated underneath the bill payers name in the Bookings tab from now on
Applying Automatic Invoicing to multiple bill payers
To apply an automatic invoicing frequency to bill payers in bulk:
Click on Finances in your sidebar
Navigate to the Bill payers report under Reports
Select the children for that you want to change invoicing frequencies for
Click the Auto-invoicing button at the top and choose an invoicing frequency
You can also choose to disable automatic invoicing for multiple bill payers here by clicking Disable auto-invoicing.
To get a better overview of any bill payers that have been assigned automatic invoicing, you can filter for their invoicing frequency in the Bill payers report using the Filter by button: