Managing invoices and payment reminders manually can be time-consuming and prone to errors. With automated invoice and reminder settings, you can simplify your billing process, ensure timely payments, and reduce administrative burden. This article will guide you on how to set up and optimize these features, helping you stay on top of finances effortlessly while providing a seamless experience for your clients. Let’s dive in!
📌 Important Note
The Automated Invoice and Payment Reminder feature is only available on the portal and cannot be accessed via the app.
✅ To set up and manage these settings effectively, ensure you log in through the portal.
📑 Table of Contents: Invoice Automation & Billing Settings
This guide provides step-by-step instructions on setting up, managing, and troubleshooting automated invoicing and payment reminders in the system.
Learn where to find and configure invoice automation and reminder settings.
Creating & Managing Invoice Rules - Set up, edit, or remove invoice rules to match your billing needs.
Creating a Rule – Step-by-step guide to setting up a new invoice rule.
Editing a Rule – Modify an existing rule to update billing settings.
Deleting a Rule – Remove an invoice rule when it's no longer needed.
Assigning a Rule as Default – Automatically apply a rule to new child profiles
Find out who has permission to modify and manage invoicing settings.
Configure monthly invoicing to generate invoices on a fixed cycle.
How to Set Up a Monthly Invoicing Rule - Provides step-by-step instructions for configuring a monthly invoicing rule, including selecting billing periods, due dates, and generation settings.
How the System Reads Monthly Settings for Invoice Generation - Explains how the system determines, assigns, and processes monthly invoices, ensuring alignment with the selected billing
Set up weekly invoice cycles for flexible billing.
Key Fields for Configuring Weekly Rules - Outlines the essential settings required to set up a weekly invoicing rule, including billing frequency, due dates, and invoice generation timing
How the System Interprets Weekly Billing Rules - Explains how the system defines, schedules, and processes weekly invoices, ensuring invoices align with the correct service periods and due dates.
Key Differences Between Weekly and Monthly Rules - provides a comparative analysis of how weekly and monthly invoicing rules function within an automated billing system.
Learn how to configure billing every two weeks.
Configuration Settings – Adjust rule settings to fit your billing needs.
Key Concepts of Bi-Weekly Invoicing – Understand how the system interprets this rule.
Bi-Weekly vs. Weekly Invoicing Comparison – Compare key differences between these two billing rules.
Configure a Twice Per Month billing cycle for structured invoicing.
Configuration Fields – Customize rule settings to match your needs.
How the System Interprets Twice Per Month Settings – Understand how the system determines the billing period.
Bi-Weekly vs. Twice a Month Billing Rules Comparison – See the differences between bi-weekly and twice-per-month billing.
Set up and manage custom invoicing rules for more flexibility.
Troubleshoot common reasons why invoices may fail to generate.
How the System Handles a Past Generation Date – What happens when the generation date has passed.
Other Reasons an Invoice Rule May Not Generate – Additional factors preventing invoice creation.
Learn how default invoice rules work and how to assign a rule to a child’s account.
Learn how to assign a rule to a child’s personal profile.
How to Access Automated Invoice and Payment Reminder Settings
📂 Navigate to the Menu
Go to the menu on the far-left side of your screen.
💳 Select the Finance Tab
From the menu options, click on the Finance tab.
⚙️ Open Billing Settings
In the right section under Finance, select "Billing Settings."
🖋️ Choose Invoice Settings
Within the Billing Settings, locate the "Invoice & Reminder Automation" section to customize automated invoices and reminders.
📌 How to Create a New Invoice Rule and Managing Existing Rules
1️⃣ Creating a New Invoice Rule
✔️ Go to Invoicing Settings – Navigate to the Billing Settings and select Invoice & Reminder Automations.
✔️ Select "Create New Rule" – Click the option to add a new invoicing rule at the top right corner.
2️⃣ Editing an Existing Invoice Rule
✔️ Scroll Down – If invoice rules already exist, you’ll find them listed in the Billing Settings section.
✔️ Click the Pen Icon – Select the edit (pen) icon next to the rule to modify its settings.
✔️ Update the necessary fields, such as billing period, due dates, or generation dates.
✔️ Save your changes to apply them to the rule.
📌 What to Expect When Editing a Rule
🔹 Immediate Update on Billing Settings:
Once changes are saved, the system automatically updates the rule settings for all child profiles the rule is assigned to only.
🔹 Next Invoicing Period Runs Within the Updated Rule Settings:
The new settings will take effect starting from the next invoicing period.
Future invoices will be generated based on the updated configurations.
🔹 Existing Issued Invoices Remain Unchanged:
Any invoices already generated before the edit will not be affected and will remain as originally configured.
💡 Pro Tip: Carefully review your changes before saving to avoid unintended updates to assigned profiles, ensuring a smooth billing transition. ✅📊
3️⃣ Deleting an Invoice Rule
✔️ Click the Red Bin Icon – This allows you to delete a rule.
✔️ Important Note: The delete option won’t be available if the rule is already being used for billing families.
✔️ To Delete an Active and assigned Rule:
First, remove the rule from all associated children’s accounts.
Once unlinked, proceed with deletion if needed.
Deleted Rules Cannot Be Recovered:
Once deleted, the rule is permanently removed from the system.
📌 Pro Tip: Regularly review and update your invoicing rules to keep billing efficient and accurate! ✅📊
4️⃣ Setting a Rule as Default
✔️ Only one invoicing rule can be set as default at a time.
✔️ Click the "Set as Default" checkmark next to the rule to automatically assign it to children's billing schedules.
✔️ If another rule was previously set as default, it will be replaced by the newly selected rule.
📌 Pro Tip: Setting a default rule helps streamline billing automation by ensuring all new children’s accounts follow a predefined invoicing structure.
📖 For more details on how this works, refer to: What Does It Mean to Set an Invoice Rule as the Default? ✅
🔑 Who Can Access the Billing Settings?
Access to billing settings is restricted based on user roles and permissions, ensuring that only authorized personnel can configure financial and invoicing settings.
👑 Company Owners
✔️ Access Level: Full access to all billing settings across all locations.
✔️ Permissions: Can view, modify, and manage billing configurations, payment policies, and invoice settings for the entire organization.
🏢 Location Admin
✔️ Access Level: Full access to billing settings within their assigned locations.
✔️ Permissions: Can manage billing settings, payment terms, and financial configurations only for their designated location(s).
👩💼 Authorized Staff (With Billing Settings Permission)
✔️ Access Level: Staff members must have the "Billing Settings" permission to access and modify billing settings.
✔️ Permissions:
Can view and edit billing configurations only if granted access.
Cannot modify settings for locations they are not assigned to.
⚙️ Customizing Invoice Automation Rules: Monthly Invoicing Rule
Automating your invoicing process ensures timely payments and reduces administrative workload. By setting up invoice automation rules, you can streamline billing cycles, prevent overdue payments, and ensure consistent cash flow.
Invoice automation provides flexibility by allowing you to customize billing based on five main rule periods. Each rule is tailored to suit different billing cycles to accommodate your organization’s needs.
Monthly Billing Rules
The Monthly Invoicing Rule generates invoices once per month on a specific date that you define. This is the most common and straightforward billing cycle, providing simplicity and predictability in managing recurring payments.
🔑 Key Features of Monthly Invoicing
🔑 Key Features of Monthly Invoicing
✅ Automatic Invoice Generation – Invoices are created every month without manual intervention.
✅ Flexible Invoice Periods – Choose to bill for the current month, previous month, or next month based on your financial structure.
✅ Consistent Payment Cycles – Ensures a regular and predictable billing schedule for both your organization and payers.
💼 Use Case For Monthly Invoicing
💼 Use Case For Monthly Invoicing
Monthly invoicing is ideal for services that charge fixed fees on a regular basis. Some common examples include:
✔️ Daycare Tuition – Collect payments for childcare services on a monthly schedule.
✔️ Membership Subscriptions – Bill clients for ongoing memberships or recurring subscriptions.
✔️ Utility or Flat Fees – Charge for utilities or other fixed monthly services.
Advantages of Monthly Billing
Advantages of Monthly Billing
📌 Predictability
✅ Ensures a consistent payment schedule for both your organization and clients.
✅ Helps clients budget payments effectively.
📌 Simplicity
✅ Reduces the complexity of managing frequent billing cycles.
✅ Minimizes administrative workload by automating recurring payments.
📌 Flexibility
✅ Allows adjustments for the invoice period, such as:
Pre-billing for upcoming months.
Billing retroactively for previous months.
⚙️ How to Set Up a Monthly Invoicing Rule
Follow these steps to configure the rule based on your organization’s needs.
1️⃣ 🏷️ Give the Rule a Name
📖 What It Does:
Assign a unique name to your rule for easy identification in the system.
📌 Example:
"Monthly Tuition Invoices" for a daycare center.
"Membership Fees – Standard Plan" for a subscription service.
💡 Pro Tip: Choose a clear and descriptive name so you can easily distinguish between multiple invoicing rules.
2️⃣ 🟢 Activate the Rule
📖 What It Does:
Enable the rule by toggling the activation option.
Ensures that the system automatically generates invoices based on this rule.
📌 Why It Matters:
✅ Prevents missed invoices by automating the process.
✅ Gives administrators control over which rules are currently in use.
3️⃣ 📅 Select "Generate Invoice" Frequency
📖 What It Does:
Define how often invoices are created.
For this rule, select "Monthly" to generate invoices every month.
📌 Example:
A childcare center invoices parents monthly for tuition.
4️⃣ Defining the Invoice Period
📖 What It Does:
This setting determines the billing period the invoice covers, ensuring accurate and consistent invoice generation.
📌 Available Options:
✔️ Previous Month – Bills for services already provided in the past month. (e.g., invoicing for January’s services in February).
✔️ Current Month – Charges for services within the ongoing month.
✔️ Next Month – Prepayment for services in the upcoming month. (e.g., invoicing for March’s services in February).
📌 Examples for Clarity:
✅ Selecting "Previous Month" for post-service billing:
A daycare provides childcare services throughout January and invoices parents in February. This method ensures that parents are charged only after the service has been delivered.
✅ Selecting "Next Month" for prepaid models:
A daycare requires tuition fees to be paid before the service begins. Parents are invoiced in February for March’s childcare services, ensuring tuition is collected in advance.
📌 Important Note:
The terms "Previous," "Current," and "Next" do not always directly translate to standard calendar months. Their meaning is determined dynamically by the invoice due date set in your billing rule.
For a deeper understanding of how the system interprets these settings dynamically, refer to:
🔗 📌 How the System Reads Monthly Settings for Invoice Generation.
5️⃣ Setting the Due Date
📖 What It Does:
This setting determines the specific day invoices are due within the invoiced period, ensuring consistency in payment schedules.
📌 Available Options:
✔️ Any date between the 1st and 28th – Customize the due date to fit your billing cycle.
✔️ Last day of the month – Standardizes end-of-month billing for all invoices.
📌 Example for Clarity:
✅ If your monthly rule covers March:
You can set the due date to March 15 for mid-month payments.
Or select the last day of March for end-of-month invoicing.
6️⃣ Setting the Invoice Lead Time (How Far in Advance to Send Invoices)
📖 What It Does:
This setting determines how many days before the due date the invoice will be sent to payers. The maximum allowable lead time is 28 days before the due date to ensure timely notice for payments.
📌 Why is the Maximum 28 Days?
📌 Why is the Maximum 28 Days?
The 28-day limit ensures that invoices remain relevant to the billing cycle and prevents them from being sent too far in advance, which could cause confusion or misalignment with payment schedules. It also helps maintain a consistent financial workflow without excessive pre-billing.
📌 Example:
A childcare center bills parents on a monthly basis, with tuition due on the 15th of each month.
If the invoice for March tuition were sent too early (e.g., January 10), parents might overlook it or assume it was sent in error since they haven't yet paid February's invoice.
By keeping the maximum lead time at 28 days, the invoice for March's tuition would be sent on February 16, ensuring parents receive it within a reasonable time frame and preventing unnecessary confusion.
📌 Example for Clarity:
✅ If invoices are due on March 15:
Sending them 28 days in advance means they should be sent on February 16, not February 15.
✅ If invoices are due on March 1:
In a non-leap year, they should be sent on February 2.
In a leap year, they should be sent on February 1.
💡 Pro Tip:
Providing more lead time reduces late payments and allows families or businesses to plan their finances in advance, ensuring smoother transactions. 🚀
7️⃣ Choose Whether the Rule Should Be the Default
📖 What It Does:
Select this option to make this the default invoicing rule.
Default rules apply automatically to newly created profiles unless another rule is assigned.
📌 Brief Explanation:
If you don’t assign a specific rule to a new child’s profile, the default rule applies by default.
📌 More details will be explained later in the article.
💡 Pro Tip: Setting a default rule ensures that all new enrollments follow a standardized billing structure.
8️⃣ Save the Rule
📖 What It Does:
Once all fields are configured, click "Save" to apply the rule.
📌 Result:
The system will now automatically generate invoices based on your customized settings.
Children whose billing profiles are assigned to this rule will receive monthly invoices accordingly.
💡 Pro Tip: Double-check your settings before saving to ensure that invoices are generated correctly and on schedule. ✅📊
📌 How the System Reads Monthly Settings for Invoice Generation
The system automatically calculates invoice due dates, invoice periods, and generation dates based on the current date and your configured rule settings. This ensures that invoices are generated and sent on time, aligning with your billing cycle
🧩 Key Logic: Determining the Current, Previous, and Next Month
The system dynamically determines the Current Month, Previous Month, and Next Month based on the due date in relation to today’s date. This ensures invoices are assigned to the correct billing period, preventing misalignment in automated billing.
1. Defining the Current Month Service Period
The system determines what constitutes the Current Month based on whether the due date has passed or not relative to today's date.
📌 Scenario 1: Due Date Is Upcoming (Not Yet Passed)
🔹 How the System Interprets It:
When the due date is still in the future, the system considers today’s calendar month as the Current Month.
✔️ Previous Month → The month before today.
✔️ Current Month → The same month as today’s date.
✔️ Next Month → The month following today.
📌 Example for Clarity:
✅ Scenario 1:
Today’s Date: March 10
Due Date Set: March 15
📌 System Defines:
Current Month: March
Previous Month: February
Next Month: April
Since March 15 has not yet passed, the system sets March as the Current Month and considers it the service period if "Current" is selected in the invoice settings.
💡 Pro Tip:
Selecting "Current Month" ensures that invoices align with the ongoing billing cycle, while choosing "Previous" or "Next" adjusts the invoice period accordingly! ✅📊
📌 Scenario 2: Due Date Has Already Passed
🔹 How the System Interprets It:
When the due date has already passed, the system automatically shifts the Current Month forward to align with the next occurrence of the due date.
🔹 This prevents invoices from being generated for past billing cycles and ensures they remain aligned with upcoming service periods instead of becoming outdated or delayed.
📌 Example for Clarity:
✅ Scenario 2:
Today’s Date: March 20
Due Date Set: March 15
📌 System Defines:
✔️ Current Month: April
✔️ Previous Month: March
✔️ Next Month: May
Since March 15 has already passed, the system moves the Current Month forward to April, ensuring the next billing cycle remains accurate.
📌 What This Means for Invoicing:
✔️ If "Current Month" is selected → The system generates invoices for April’s services (April 1–30) instead of March.
✔️ If "Previous Month" is selected → The invoice will cover March’s services (March 1–31).
✔️ If "Next Month" is selected → The system pre-bills for May’s services (May 1–31).
📌 Why This Matters
📌 Why This Matters
✅ Prevents invoices from being assigned to a past billing period if the due date has already passed.
✅ Keeps billing aligned with upcoming due dates, ensuring timely invoice generation.
✅ Helps organizations using prepaid, postpaid, or current-month billing cycles manage invoices effectively.
2. Due Date Anchoring to Current Period
The due date is always tied to the system-defined Current Month (Period), even if the invoice is set to cover services from the Previous Month, Current Month, or Next Month.
This means that regardless of which invoice period you select (Previous, Current, or Next Month), the due date will always fall within the Current Month as defined by the system.
📌 Example for Clarity:
✅ Scenario 1: Invoice Covers Previous Month (February) with March as the Current Month
Today’s Date: March 5
System-Defined Current Month: March
Invoice Period Selected: Previous Month (February)
Due Date: March 15
📌 Expected Invoice Details (Based on Scenario 1)
Even though the invoice covers February’s services, the due date remains in the Current Month (March 15), ensuring payments are due within the active billing cycle.
✔️ First Expected Invoice: Covers February’s services
✔️ Invoice Period: Previous Month (February 1–28)
✔️ Invoice Generation Date: Based on the system’s configured lead time (e.g., if set to 10 days before due date, it would generate on March 5).
✔️ Due Date: March 15 (anchored to the Current Month).
✅ Scenario 2: Invoice Covers Next Month (April) with March as the Current Month
Today’s Date: March 10
System-Defined Current Month: March
Invoice Period Selected: Next Month (April)
Due Date: March 25
📌 Expected Invoice Details
Although the invoice is pre-billing for April’s services, the due date remains anchored in the Current Month (March 25), ensuring payments are collected before the service period starts.
✔️ First Expected Invoice: Pre-bills for April’s services
✔️ Invoice Period: Next Month (April 1–30)
✔️ Invoice Generation Date: Based on the system’s configured lead time (e.g., if set to 10 days before due date, it would generate on March 15).
✔️ Due Date: March 25 (anchored to the Current Month).
🔑 Key Takeaways
🔑 Key Takeaways
✔️ The system dynamically adjusts the Current Month
If the due date is still valid, it remains in the current billing period.
If the due date has passed, the system shifts the Current Month forward to the next occurrence of the due date.
✔️ Invoices always align with billing cycles
The invoice period (Previous, Current, or Next Month) is determined based on settings.
The due date is always within the dynamically determined Current Month, ensuring timely payments.
✔️ Prevents outdated invoice generation
Invoices won’t be assigned to a past due cycle; instead, they shift forward to the next valid period.
This ensures that billing remains consistent, preventing errors in scheduling and collections.
💡 Pro Tip: Understanding how the system anchors due dates and adjusts billing periods helps optimize your invoice automation strategy, reducing missed payments and keeping cash flow predictable! ✅
Customizing Invoice Automation Rules: Set Up a Weekly Rule
The Weekly Rule functions similarly to the Monthly Rule, with adjustments for shorter billing cycles and weekly due dates. The same logic applies for determining the current period, due dates, and generation dates, but with key differences specific to a weekly billing structure.
Key Fields for Configuring Weekly Rules
Just like the Monthly Rule, the Weekly Rule follows the same key configuration fields:
✔️ Rule Name – Assign a name to the rule for easy identification.
✔️ Activate Rule – Enable or disable the rule as needed.
✔️ Pick "Weekly" next to "Generate" – Define the invoice frequency as weekly.
✔️ Select Service Period Covered – Choose whether the invoice covers the Previous, Current, or Next week.
✔️ Due Date – Set the day of the week when invoices are due.
✔️ Send Invoice [ ] Days Before Due Date – Specify how far in advance invoices should be sent (maximum 7 days).
✔️ Set as Default – Make this the default rule for weekly invoicing.
🚀 Summary: Why Use Weekly Invoicing?
🚀 Summary: Why Use Weekly Invoicing?
✅ Better Cash Flow Management – Frequent invoicing ensures regular income streams.
✅ Easier for Payers – Smaller, more frequent payments instead of large monthly bills.
✅ Ideal for Short-Term Services – Works well for weekly daycare fees, meal plans, or extracurricular programs.
📌 Final Thought: If your organization operates on weekly billing cycles, setting up a Weekly Rule helps streamline payments, maintain consistent invoicing, and prevent late payments! 🚀💰
How the System Interprets Weekly Billing Rule
Weekly invoicing follows dynamic logic similar to monthly rules, but it operates within a one-week billing cycle. The system determines the current week based on today’s date and the invoice due date to keep billing aligned with the correct period.
1. Determining the Current Week
The system dynamically defines the current week by analyzing:
✔️ Today's date (current date)
✔️ The due date for the invoice
📖 How It Works:
📌 Scenario 1: Due Date Has Not Passed Yet
If the due weekday is still upcoming within the current calendar week, the system keeps the Current Week unchanged and continues to reference it as the Current Week
📌 Key Distinction:
This only determines which week is considered the Current Week by the system.
The actual invoiced period depends on whether the setting is configured to Previous, Current, or Next.
📌 Example for Clarity:
✅ Scenario:
Today’s Date: Wednesday, March 8
Due Date: Friday, March 10
Current Week Defined: March 5 – March 11
📌 Outcome Based on Invoice Period Selection:
If "Current" is selected → The system invoices for March 5 – March 11 (services within the defined Current Week).
If "Previous" is selected → The system invoices for February 26 – March 4 (the week before the Current Week).
If "Next" is selected → The system invoices for March 12 – March 18 (the week following the Current Week).
📌 Scenario 2: Due Date Has Already Passed
If the selected due weekday (Monday–Sunday) has already occurred within the current calendar week, the system shifts the Current Week forward to the next occurrence of that weekday in the following week.
This ensures that the Current Week always includes the next valid instance of the due weekday, preventing invoices from being tied to a past billing cycle.
📌 Key Distinction:
The system is not determining which period will be invoiced but rather defining which week is considered the Current Week.
The invoice period (Previous, Current, or Next) is applied after the Current Week has been established.
📌 Example:
Today’s Date: Tuesday, March 6
Due Date: Monday, March 4 (already passed)
System shifts Current Week to the next week: March 12 – March 18
📌 Outcome Based on Selection:
If "Current" is selected → The system generates an invoice for March 12 – March 18, aligning with the new current week.
If "Next" is selected → The system generates an invoice for March 19 – March 25, pre-billing for the upcoming week.
If "Previous" is selected → The system generates an invoice for March 5 – March 11, billing for the week before the adjusted current week (March 12 – March 18)
2. Generation Date
The invoice generation date for weekly rules is based on:
✔️ The due date set in the rule.
✔️ The system-defined Current Week based on today’s date.
✔️ The Send Before Due Date setting, which controls how early invoices are sent.
📖 How It Works:
The Send Before Due Date setting determines how many days before the due date the invoice is generated.
📌 Example:
Due Date: Friday, March 10
Send Before Due Date: 3 days
Generation Date: Tuesday, March 7
✅ The invoice is generated 3 days before the due date, ensuring timely delivery for payment processing.
3. Due Date Anchoring
The due date is always tied to the system-defined Current Week—regardless of whether the invoice period is set to Previous, Current, or Next Week.
📌 Example:
System-defined Current Week: March 12 – March 18
Due Date: Always falls within this period, even if the invoice covers the previous or next week.
This ensures that all invoices align with the active billing cycle, preventing misalignment in payments. ✅
🔑 Key Differences Between Weekly and Monthly Rules
Key Aspect | What It Means | Example |
📍 Billing Period: Restricted to One Week | Unlike monthly invoicing, where invoices cover an entire month, the weekly rule limits the invoice period to one week. Invoices are generated based on weekly service periods rather than full-month charges. | A daycare invoices parents every Monday for childcare services provided in the previous week (Monday to Sunday). If today is March 11 (Monday), the invoice would cover March 4 – March 10 (Previous Week). |
📍 Dynamic Interpretation: Adjusting for the Current Week | The system automatically identifies the current week based on today’s date and adjusts the invoice schedule accordingly. If the due day for the weekly invoice has already passed, the system shifts the due day to the next upcoming week. | Today’s Date: Wednesday, March 13 Due Day: Tuesday (March 12). Since the due day has already passed, the system shifts the current week forward to March 18–24, setting the next due day as Tuesday, March 19. |
📍 Due Day: Tied to a Day of the Week | Instead of setting a specific date, invoices are due on a specific day of the week (e.g., Monday, Tuesday). This ensures consistent weekly payment schedules for services. | A daycare selects Fridays as the weekly due day to ensure all invoices are settled before the weekend. |
📍 Generation Date Limit: Maximum 7 Days in Advance | Unlike monthly invoicing (which allows invoices to be generated up to 28 days in advance), weekly invoices cannot be generated more than 7 days before the due day. This ensures billing cycles remain tightly aligned with service usage. | Due Day: Friday, March 22. Earliest Invoice Generation Date: Friday, March 15 (7 days prior). |
Rule Configuration: Defining Bi-Weekly Invoicing Rule
The Bi-Weekly Invoicing Rule generates invoices every two weeks on a specified day, covering a two-week billing period. This rule follows the same structure as the weekly invoicing rule, but instead of generating invoices every week, it does so every two weeks (fortnightly).
📖 Configuration Settings:
✔️ Rule Name → Customizable rule name
✔️ Active → Enable or disable the rule
✔️ Generate Invoice → Bi-Weekly (every two weeks)
✔️ Invoice Period → For Next Week (or Current/Previous based on selection)
✔️ Due Day → Friday (invoices due every second Friday)
✔️ Send Invoice → 4 days before due date
🔑 Key Concepts of the Bi-Weekly Invoicing Rule
1️⃣ Billing Period
✔️ Covers 14 days, starting from the first day of the bi-weekly cycle.
📌 Example: If the cycle starts on Monday, March 6, the billing period runs March 6 – March 19.
2️⃣ Determining the Current Bi-Weekly Period
The system defines the Current Bi-Weekly Period based on today’s date and whether the due day has passed within the current week.
✅ If the Due Day Has Not Passed:
The system keeps the current calendar week as the first week of the bi-weekly period.
📌 Example:Today’s Date: Tuesday, March 7
Due Day: Friday, March 10
Current Bi-Weekly Period: March 6 – March 19
✅ If the Due Day Has Already Passed:
The system shifts forward to the next week, making it the start of the next bi-weekly period.
📌 Example:Today’s Date: Saturday, March 11
Due Day: Friday, March 10 (already passed)
New Bi-Weekly Period: March 13 – March 26
📌 Previous & Next Periods Calculation:
Previous Period: Subtract 14 days → Feb 20 – March 5
Next Period: Add 14 days → March 20 – April 2
3️⃣ Due Day Placement
✔️ The due day (a specific weekday, e.g., Monday, Wednesday) always falls in the second week of the system-defined Current Bi-Weekly Period to ensure the invoice covers the full two-week billing cycle.
📌 Example:
Today’s Date: Tuesday, March 7
System-Defined current Bi-Weekly Period: March 6 – March 19
Due Day: Friday → System sets it to March 17 (falls in the second week).
Invoice Generation Date: If invoices are set to be sent 3 days before, they will be generated on Tuesday, March 14.
4️⃣ Invoice Generation Date
✔️ Controlled by the Send Before Due Day setting.
✔️ Cannot be generated more than 7 days before the due day to maintain accuracy.
✔️ The invoice is generated based on the Send Before Due Day setting relative to the due day.
📌 Example:
Today’s Date: Tuesday, March 7
Current Bi-Weekly Period: March 6 – March 19
Due Day: Friday, March 17
Send Before Due Day: 5 days → Invoice is generated on Sunday, March 12.
📊 Bi-Weekly vs. Weekly Invoicing Comparison
Aspect | Bi-Weekly Invoicing | Weekly Invoicing |
📅 Billing Cycle | Invoices are generated every two weeks. | Invoices are generated every week. |
📌 Period Length | Covers a 14-day billing period. | Covers a 7-day billing period. |
🔄 Current Period Definition | The system defines the first week of the Bi-Weekly Period based on today’s date and shifts forward only when the due weekday has passed. | The system defines the Current Week based on today’s date and shifts forward only when the due weekday has passed. |
📆 Due Day Placement | The due day always falls in the second week of the bi-weekly period. | The due day falls in the same week as the billing period. |
📤 Invoice Generation | Invoices are generated based on the Send Before Due Day setting, ensuring they are sent a set number of days before the due day. | Invoices are generated based on the Send Before Due Day setting, ensuring they are sent before the weekly due date. |
💡 Best Use Case | Best for childcare centers, tuition payments, or services that follow a two-week cycle, balancing frequent invoicing with manageable payment schedules. | Best for services with frequent billing needs, such as weekly childcare payments or payroll cycles, ensuring regular cash flow. |
📌 Example | Today’s Date: March 7 (Tuesday) | Today’s Date: March 7 (Tuesday) |
Rule Configuration: Twice Per Month Billing Rule
The Twice Per Month Billing Rule divides each calendar month into two fixed billing periods, ensuring structured invoicing on predefined dates. Unlike the bi-weekly rule, which follows rolling 14-day intervals, this rule remains confined within a single calendar month, splitting charges into two payments for more manageable billing.
The system divides each month into two fixed billing periods, each with its own invoice, due date, and generation date:
✅ First Period (1st – 15th):
Covers services from the 1st to the 15th of the invoiced period month.
Ensures invoices reflect services rendered in the first half of the month.
✅ Second Period (16th – End of Month):
Covers services from the 16th to the last day of the calendar month.
Ensures invoices reflect services rendered in the second half of the month.
🛠️ Configuration Fields for the Twice Per Month Billing Rule
Rule Name* – Customizable name for the billing rule. (Example: "Twice Per Month Billing – Standard")
Active – Enables or disables the rule. (Options: Active ✅ / Inactive ❌)
Generate Invoice – Defines the billing frequency, set to Twice Per Month with two fixed billing periods. (Example: Twice Per Month)
For – Determines which period the invoice covers: Previous, Current, or Next Period. (Example: Previous Period)
First Period Due On – Specifies the due date for the first half of the month, which must be between the 1st and 15th.
Second Period Due On – Specifies the due date for the second half of the month, which must be between the 16th and the last day of the month.
Send Invoice – Defines how many days before the due date the invoice is generated. (Must be no later than 7 days before the due date.)
How the System Interprets Twice Per Month Settings
The current month is dynamically determined based on today’s date relative to the due date for the first period.
Logic for Determining the Current Month:
✔️ If the First Period’s Due Date Has Not Passed:
The system considers the actual calendar month as the Current Month.
The first period’s due date aligns with the current month.
✔️ If the First Period’s Due Date Has Passed:
The system shifts the Current Month forward to the next logical month.
This ensures invoices remain aligned with the ongoing or future billing cycle.
Targeting Other Periods
Once the Current Month is established, invoices can be adjusted to target a different period:
🔹 Target the Previous Period (Back-Billing):
Select Previous Month to bill for services before the system-defined Current Month.
📌 Example: If the Current Month is February, but you need to bill for January’s first period, choose Previous Month.
🔹 Target the Next Period (Pre-Billing):
Select Next Month to bill in advance for upcoming services.
📌 Example: If the Current Month is February, but you need to bill for March’s first period, choose Next Month.
Due Dates for Each Period
✔️ First Period Due Date: Must fall between the 1st and 15th of the system-defined Current Month.
✔️ Second Period Due Date: Must fall between the 16th and the last day of the system-defined Current Month.
📌 Key Rule:
The due dates always align with their respective billing periods within the system-defined Current Month, ensuring invoices are correctly assigned to the appropriate cycle.
📌 Example: First Period Due Date Has Not Passed
Today’s Date: January 10
System-Defined Current Month: January
First Period Service Period: January 1–15
Due Date: January 15
Limit of the due day (Any date between January 1 – January 15)
Invoice Generation Dates
✔️ The Send Before Due Date setting determines how far in advance invoices are sent relative to the due date.
✔️ Invoices cannot be generated more than 7 days before the due date to ensure relevance.
✔️ Each billing period has its own generation date to ensure timely payer notifications.
📌 Realistic Scenario for Twice Per Month Invoicing
📌 Realistic Scenario for Twice Per Month Invoicing
✅ Scenario:
Today’s Date: March 8
System-Defined Current Month: March
Due Date: 12 March first period
Due Date: 28t March second period
Send Before Due Date Setting: 3 days before the due date
Billing Period selected: Current
Why the System Defines March as the Current Month
📌 Step 1: Checking the First Period's Due Date
The first period's due date must be between March 1 – March 15.
In this scenario, the due date is set to March 12 (which is still upcoming).
📌 Step 2: System Interpretation
✔️ Since March 12 (today March 8th) has not yet passed, the system keeps March as the Current Month instead of shifting forward.
📌 Step 3: How the System Would have Shift Forward
If today were March 16 or later, the first period’s due date (March 12) would have already passed, and the system would shift the Current Month to April.
📆 First Period Invoice
Due Date: March 12 (Falls within the 1st–15th range for the first period)
Targeted Service Period: March 1 – March 15 (since "Current" is selected)
Invoice Generation Date: March 9 (3 days before the due date)
📌 Alternative Scenarios for the First Period:
If Previous is selected → The invoice covers February 1 – February 15 (back-billing for the previous month).
If Next is selected → The invoice covers April 1 – April 15 (pre-billing for the next month).
Second Period Invoice Calculation
✅ Scenario:
Today’s Date: March 8
System-Defined Current Month: March (determined by the first period’s due date).
Send Before Due Date Setting: 3 days before the due date.
📆 Why the Second Period Falls in March
📌 Key Rule:
The Current Month is determined solely by the first period's due date.
Since the first period’s due date (March 12) has not yet passed, the system defines March as the Current Month.
As a result, the second period automatically follows within the same Current Month.
📆 Second Period Invoice
Due Date: March 28 (Falls within the 16th–end range for the second period).
Targeted Service Period: March 16 – March 31 (since the system-defined Current Month is March).
Invoice Generation Date: March 25 (3 days before the due date).
💡 Key Takeaways:
The second period always follows the same Current Month that was determined by the first period’s due date.
The system does not re-evaluate the Current Month separately for the second period—it simply follows the same cycle. ✅📊
📊 Bi-Weekly vs. Twice a Month Billing Rules Comparison
Aspect | Bi-Weekly Billing | Twice a Month Billing |
📅 Billing Cycle | Invoices are generated every two weeks perpetually | Invoices are generated twice per month, tied to fixed calendar dates. |
📌 Period Length | Covers a 14-day billing period. | Covers two fixed billing periods within a single calendar month. |
🔄 Current Period Definition | The system determines the Current Bi-Weekly Period based on today’s date and shifts forward only when the due weekday has passed. | The system determines the Current Month based on today’s date and shifts forward only when the first period’s due date has passed. |
📆 Due Day Placement | The due day always falls in the second week of the bi-weekly period. | The first due day must be between the 1st and 15th; the second due day must be between the 16th and the last day of the month. |
📤 Invoice Generation Date | Invoices are generated based on the Send Before Due Day setting, ensuring they are sent a set number of days before the due day. | Invoices are generated separately for each billing period based on the Send Before Due Date setting. |
💡 Best Use Case | Best for services that follow a two-week cycle, providing a structured and recurring billing setup. | Best for billing structures that divide the month into two fixed payments, ensuring easier budget planning for payers. |
📌 Example | Today’s Date: March 7 (Tuesday) | Today’s Date: March 7 (Tuesday) |
📌 Key Takeaway:
✔️ Bi-Weekly Billing is ideal for recurring payments every 14 days, following a rolling schedule.
✔️ Twice a Month Billing provides fixed-date payments within a single calendar month, making it predictable for budgeting.
✔️ The choice depends on whether payments should be based on a rolling cycle (bi-weekly) or fixed monthly dates (twice a month). ✅📊
How to Create a Custom Invoicing Rule
Custom invoicing rules allow you to define your own billing frequency, giving you the flexibility to invoice at any interval from daily to every 30 days. This is ideal for special billing schedules that don’t fit standard weekly or monthly rules.
📝 Key Considerations:
✔️ Maximum Service Period: A custom rule can cover a maximum of 30 days of service.
✔️ Flexible Billing Frequency: You can set invoices to generate daily, every few days, weekly (Every 7 days), bi-weekly (every 14 days), or any custom interval up to 30 days.
🛠️ Setting Up Custom Invoice Rule
1️⃣ 🏷️ Select "Custom" Under "Generate Invoice" and Name Your Rule
📌 What It Does:
Assign a unique and descriptive name to your rule for easy identification and organization.
📌 Example Names:
✔️ "Bi-Weekly Extended Care Fees" – Perfect for recurring childcare services.
✔️ "Daily Drop-In Billing" – Ideal for flexible, per-day invoicing.
💡 Pro Tip: Choose clear, meaningful names that reflect both the billing cycle and the service type to avoid confusion later! ✅
2️⃣ 🟢 Activate the Rule
Switch the rule ON to enable automated invoice generation based on your configured settings.
✅ Why It Matters:
Toggle the rule ON to enable automated invoice generation.
✅ This ensures invoices are generated automatically based on your set schedule.
3️⃣ 🔄 Set the Billing Frequency
📌 What It Does:
Determines how often invoices should be generated by selecting a frequency under the "Every" field. This setting also defines the service period each invoice covers—whether daily, every few days, or up to 30 days.
📌 Example Frequency Options:
✔️ Daily Billing – Generates invoices every day, covering one day of service.
✔️ Every 3 Days – Invoices are created every 3 days, covering a 3-day service period.
✔️ Every 10 Days – Ideal for short-term programs; each invoice covers 10 days of service.
✔️ Every 30 Days – Functions like a monthly invoice, but with a custom start date instead of a fixed calendar month.
💡 Pro Tip: Select a billing frequency that matches your service model and payment expectations. This ensures invoices are sent consistently and payments are received on time, keeping cash flow steady! ✅📊
📆 4️⃣ Define the Service Period
📌 What It Does:
Determines the time frame covered by each invoice based on the selected billing frequency and whether the invoice is set to Current, Previous, or Next Period. The system dynamically assigns the service period according to these settings.
📖 How It Works:
✔️ Current Period – The invoice covers the ongoing billing period, starting from today’s date.
📌 Example:
Billing Frequency: Every 5 days
Today’s Date: March 19
Service Period: March 19 – March 23
✔️ Previous Period – The invoice covers a past billing period, ending the day before today.
📌 Example:
Billing Frequency: Every 5 days
Today’s Date: March 19
Service Period: March 14 – March 18
✔️ Next Period – The invoice covers a future period, starting immediately after the current period.
📌 Example:
Billing Frequency: Every 5 days
Today’s Date: March 19
Service Period: March 24 – March 28
📌 Examples Based on Billing Frequency
📌 Current + Every 3 Days → The invoice covers the next 3 days, starting today.
📅 Example: If today is March 5, the invoice covers March 5 – March 7.
📌 Previous + Every 10 Days → The invoice covers the last 10 days, ending yesterday.
📅 Example: If today is March 15, the invoice covers March 5 – March 14.
📌 Next + Every 7 Days → The invoice covers the next 7 days, starting from the end of the current period.
📅 Example: If today is March 1, the invoice covers March 8 – March 14.
💡 Pro Tip: Selecting the right billing frequency ensures invoices align with your service period, keeping payments on track and customers informed! ✅📊
5️⃣ Set Due Date
Select a due date that falls within the defined service period, starting from today (the current day). The system does not allow past due dates, ensuring that invoices remain within an active billing cycle and preventing outdated invoicing.
📌 Example:
Today’s Date: March 10
Service Period: March 10 – March 19
✅ Valid Due Date: March 15 (within the service period).
❌ Invalid Due Date: March 5 (already passed).
📌 Important Note : How Custom Rules Handle Due Dates
Unlike the other four invoicing rules (Weekly, Bi-Weekly, Monthly, and Twice Per Month), the Custom Invoice Rule operates with fixed, user-defined periods, meaning:
✔️ "Current," "Previous," and "Next" periods align exactly with the calendar dates you set, rather than being system-defined.
✔️ The system does not dynamically adjust the invoice period based on the due date—it strictly follows the dates configured in the rule.
💡 Key Takeaway: Custom invoicing provides full flexibility in defining billing cycles, ensuring you can set invoice periods exactly as needed without system-driven adjustments
📌 Example: How the Custom Invoice Rule Works with Different Selected Periods
✅ Scenario:
Today’s Date: March 10
Billing Frequency: Every 10 days
Due Date: March 15
Invoice Period Setting: Current, Previous, or Next
✔️ Current Period Selected
The invoice covers the next 10 days starting from today.
📅 Example:Invoice Period: March 10 – March 19
Due Date: March 15 (manually defined).
Invoice Generation Date: March 12 (3 days before due date).
✔️ Previous Period Selected
The invoice covers the 10-day period immediately before today.
📅 Example:Invoice Period: February 29 – March 9
Due Date: March 15 (manually defined).
Invoice Generation Date: March 12 (3 days before due date).
✔️ Next Period Selected
The invoice pre-bills for a future period, starting the day after the current period ends.
📅 Example:Invoice Period: March 20 – March 29
Due Date: March 15 (manually defined).
Invoice Generation Date: March 12 (3 days before due date).
📌 Key Takeaways:
✔️ Current Period starts from today and moves forward.
✔️ Previous Period covers the past 10 days before today.
✔️ Next Period pre-bills for the next 10 days after the current period.
✔️ Custom Invoice Rules follow user-defined dates, unlike other rules that adjust dynamically.
This ensures full control over invoice periods while aligning with predefined billing cycles. ✅📊
6️⃣ Set Generation Date and Save the Rule
📌 What It Does:
Defines how many days before the due date the invoice should be generated and sent to payers.
✅ Steps:
1️⃣ Choose the number of days before the due date to generate and send the invoice. (Example: 1 day before the due date)
2️⃣ Save the rule to activate automated invoice generation.
📌 Example:
Due Date: March 15
Send Before Due Date: 1 day
Invoice Generation Date: March 14
💡 Pro Tip: Choosing an appropriate Send Before Due Date ensures timely invoicing, giving payers enough time to process their payments. ✅📊
🔔 Setting Reminders for Any Invoice Rule (Optional)
This feature allows you to set automated reminders for invoices based on predefined rules. You can configure reminders to notify payers before or after an invoice's due date, ensuring timely payments and reducing missed transactions.
📌 How to Set a Reminder:
1️⃣ Click on an existing rule to edit it.
2️⃣ Scroll to the end of the rule settings.
3️⃣ Enable and configure a reminder to notify payers before and after the due date.
📌 Example Reminder Schedule:
✔️ 7 days before the due date – "Your invoice is due soon!"
✔️ 3 days before the due date – "Reminder: Upcoming payment due."
✔️ 1 day before the due date – "Final reminder: Your payment is due tomorrow."
✔️ 4 days after the due date – "Your invoice is now overdue. Please make a payment as soon as possible."
✔️ 10 days after the due date – "Final notice: Your invoice remains unpaid. Immediate action is required to avoid further consequences."
📌 Why It Matters: Benefits of Automated Payment Reminders
✅ Reduces Late Payments – Keeps parents informed, ensuring timely payments and minimizing overdue accounts.
✅ Prevents failed payment attempts due to insufficient balance, especially for PAD (Pre-Authorized Debit) payments. Failed attempts can result in additional fees for parents.
✅ Saves Admin Time – Automates follow-ups, reducing manual collection efforts and improving efficiency.
✅ Enhances Parent Experience – Avoids unexpected fees and payment issues, making the process smoother for families.
✅ Improves Cash Flow & Financial Planning – Ensures steady revenue and helps centers budget more accurately.
✅ Increases Payment Success Rates – Multiple reminders give parents enough time to arrange payments, reducing declined transactions.
💡 Pro Tip: Sending multiple reminders in advance helps parents ensure they have sufficient funds in their account, reducing the risk of payment failures and extra charges.
What Happens if an Invoice Rule Doesn’t Generate Successfully?
This section highlights situations to look out for where an invoice rule may fail to generate, ensuring that invoices align with active billing periods. Understanding these cases helps prevent missed invoicing cycles and ensures smooth financial operations.
📌 How the System Handles a Past Generation Date
🔄 Skipped Billing Period:
If the generation date has already passed or falls on the current day when creating the rule, the system does not generate the missed invoice
This keeps invoicing aligned with the current date and prevents issuing backdated invoices.
📅 Next Billing Period Execution:
The system recalculates the next available generation and due dates based on the invoicing rule.
The rule resumes normal execution starting from the next valid billing cycle.
📌 Example: Monthly Billing Rule
✅ Scenario:
Today’s Date: January 20
Rule: Monthly invoicing
Desired Billing Period: January
Due Date: February 1
Send Before Due Date: 14 days
📌 System Logic:
✔️ Generation Date Calculation:
Due Date (February 1) - 14 days = January 18 (generation date).
Since January 18 has already passed (today is January 20), the system skips this invoicing period.
✔️ Skipped Period:
The system does not generate the January invoice, as the generation date is no longer valid.
✔️ Next Possible Action:
The system recalculates for the next available billing cycle:
New Generation Date: February 18
New Due Date: March 1
New Invoicing Period: February
📌 Key Takeaways:
Invoices are not retroactively generated if the generation date has already passed.
The system skips the missed period and resumes invoicing in the next scheduled cycle.
Avoiding Skipped Periods: Always ensure the generation date at at least aligns with the current date or later to avoid unintended skips in your invoicing cycles.
This prevents backdated invoices while ensuring the billing schedule remains consistent. ✅📊
📌 Other Reasons an Invoice Rule May Not Generate:
❌ Rule is Inactive – The rule must be enabled to trigger invoice generation.
❌ Rule Not Assigned – The rule must be linked to an active child account at the time of expected invoice generation.
❌ No Scheduled Plans – If the child/children do not have scheduled plans for the period the invoice is supposed to bill (e.g., invoicing for March when the child only has schedules for February or April), the system finds no services to charge, preventing invoice generation.
❌ Service Period Already Billed – If the expected service period has already been invoiced manually or automatically by another rule prior, the system will not generate a duplicate invoice for that period.
❌ No Assigned Payer – If there is no assigned payer linked to the child’s billing, the invoice cannot be issued as there is no recipient to charge. Ensure that an authorized payer is assigned before invoice generation.
✔️ Assigning the rule later will not generate invoices for past periods—the system will only apply it to future cycles.
📌 Example:
✅ Scenario:
Today’s Date: March 10
Expected Generation Date: March 5 (missed)
Reason: The rule was inactive at the time, not assigned to any child, or the child had no scheduled plans for March (but had schedules for February or April).
Next Action: The system skips March’s invoice and resumes normal execution in the April billing cycle based on the rule’s settings. ✅📊
What Does It Mean to Set an Invoice Rule as the Default?
Setting an invoice rule as the default means it will be automatically assigned to newly created child profiles, ensuring consistent billing configurations without requiring manual setup. However, this designation comes with specific limitations to preserve existing personalized invoicing settings.
📖 What It Means:
✔️ Automatically Applies to New Profiles:
When a new child profile is created after setting a default rule, the system automatically assigns this invoicing rule to the profile.
This ensures billing consistency without requiring manual configuration for each new profile.
✔️ Supports Streamlined Onboarding:
By predefining a default invoicing rule, administrators save time when adding new children, ensuring invoices are set up uniformly and accurately from the start.
📖 What It Does Not Mean:
❌ Does Not Override Existing Rules:
Default rules do not apply to child profiles created before the rule was set as default.
This prevents disruptions to existing personalized billing settings and ensures that manually assigned invoicing rules remain intact.
❌ Does Not Apply Automatically to Existing Profiles Without a Rule (Manual Invoicing):
If a child profile was created without an invoicing rule, the system does not automatically assign the new default rule if it was set after the profile was created.
This prevents accidental changes to profiles that rely on manual invoicing or custom billing configurations. ✅📊
📌 Why This Design Matters:
1️⃣ Preservation of Personalized Billing
📌 Why It Matters:
Many existing child profiles have customized invoicing rules tailored to:
Unique financial agreements
Specific attendance schedules
Subsidy programs
Special payment arrangements
📌 How It Works:
The system does not override these personalized settings when a new default rule is set, ensuring continuity and accuracy in billing.
📌 Example:
A child is on a bi-weekly invoicing schedule due to a subsidy program. If a new default monthly invoicing rule were applied, it could disrupt financial agreements and create billing confusion.
2️⃣ Preventing Unintended Changes
📌 Clarification:
No child profile is completely "without a rule."
By default, profiles start with a manual invoicing rule, allowing administrators to manually generate invoices unless a custom rule is assigned.
📌 Why It’s Important:
Some profiles intentionally use manual invoicing due to:
Temporary enrollments (e.g., drop-in care).
Unique financial agreements requiring manual oversight.
📌 How It Works:
The system does not force a default rule onto profiles with manual invoicing, ensuring operational flexibility and manual control when needed.
💡 Key Takeaways:
✔️ Default rules streamline invoicing by automatically applying to new child profiles.
✔️ Existing invoicing configurations remain intact, preventing unwanted changes.
✔️ Profiles without an assigned rule do not automatically inherit the new default rule, preserving manual workflows when necessary.
✔️ This ensures a balance between automation and flexibility, keeping invoicing accurate and efficient. ✅📊
💡 Pro Tip:
You can edit or change a child’s invoicing rule directly from their invoicing section in their personal profile at any time, allowing for flexible adjustments when needed.
📌 How to Do It?
✔️ Navigate to the Child’s Profile: Go to the child’s personal profile in the system.
✔️ Access the Invoicing Section: Locate and open the Invoicing section.
✔️ Edit or Change the Rule: Select the existing invoicing rule to edit or replace it with a new rule that better fits the child’s billing needs.
✔️ Save the Changes: Ensure you save the updated rule so the changes apply immediately.
📌 Pro Tip: Updating a child’s invoicing rule helps keep billing aligned with changing schedules, financial agreements, or service plans! ✅📊
📌 Why This is Useful
✔️ Personalization:
Easily customize invoicing rules for specific children without affecting other profiles.
✔️ Flexibility:
Adjust settings as needed for changes in enrollment, subsidies, or specific billing agreements.
✔️ Immediate Updates:
The changes dynamically update the child’s billing profile, ensuring the next invoicing period reflects the new rule without manual intervention.
📌 Pro Tip: Keeping invoicing rules up to date ensures accurate billing, prevents errors, and simplifies financial management! ✅📊