Childcare Pay

[mema]

When creating the invoice, do you go in like you would without the direct pay on MMK? Accounting, bill parent, pick child, etc? Does it send the invoice to the parent then or do you have to print it off?

[CraftyMom]

When creating the invoice, do you go in like you would without the direct pay on MMK? Accounting, bill parent, pick child, etc? Does it send the invoice to the parent then or do you have to print it off?

I chose recurring invoices and it automatically sends an invoice by email to my parents every week on the same day (you choose the day) I can go in and review invoices as I normally would.

There is no need for me to print anything since the parents can review all invoices and payments on their end. If they need to print it they can do that as well.

You can also create invoices manually, but recurring is so much easier if the parents pay the same amount every week.

[MarinaVanessa]

When creating the invoice, do you go in like you would without the direct pay on MMK? Accounting, bill parent, pick child, etc? Does it send the invoice to the parent then or do you have to print it off?

If you entered the parents email address when you added the child then it will ask you if you want to email or print the invoice. You can do whichever you prefer or both. I create my invoices by hand for all except one client and I email them the invoices. The one other client has electronic payment which is recurring. I personally don't particularly like MMKs recurring payments because the dates of the invoice are off. Instead of saying they're for the upcoming week they say they're for the week that just passed and I'd have to go into each invoice and change each one by hand after it's been paid.

[mema]

If you entered the parents email address when you added the child then it will ask you if you want to email or print the invoice. You can do whichever you prefer or both. I create my invoices by hand for all except one client and I email them the invoices. The one other client has electronic payment which is recurring. I personally don't particularly like MMKs recurring payments because the dates of the invoice are off. Instead of saying they're for the upcoming week they say they're for the week that just passed and I'd have to go into each invoice and change each one by hand after it's been paid.

So if I do the invoice weekly, the dates will be correct, but if I set it up recurring, it will be the week it's invoiced? I figured I would do it weekly just because I'm use to doing that now. I didn't put in emails because I printed out the welcome letter. I'm not sure when I'm switching to it, so I didn't want it emailed to them yet. I should be able to go in somewhere and add it tho right?

[CraftyMom]

If you entered the parents email address when you added the child then it will ask you if you want to email or print the invoice. You can do whichever you prefer or both. I create my invoices by hand for all except one client and I email them the invoices. The one other client has electronic payment which is recurring. I personally don't particularly like MMKs recurring payments because the dates of the invoice are off. Instead of saying they're for the upcoming week they say they're for the week that just passed and I'd have to go into each invoice and change each one by hand after it's been paid.

It sounds like it's the way you set it up that is making your weeks off. Mine say the week ahead. I had to initially choose dates to begin. I began them for the week ahead and selected recurring weekly on Thursdays. The parent receives the invoice on Thursday and has until the end of Friday to pay, and the dates on the invoice are for the week ahead.

It was confusing, luckily I had another daycare provider help me out

[butterfly]

It sounds like it's the way you set it up that is making your weeks off. Mine say the week ahead. I had to initially choose dates to begin. I began them for the week ahead and selected recurring weekly on Thursdays. The parent receives the invoice on Thursday and has until the end of Friday to pay, and the dates on the invoice are for the week ahead.

It was confusing, luckily I had another daycare provider help me out

[MarinaVanessa]

It sounds like it's the way you set it up that is making your weeks off. Mine say the week ahead. I had to initially choose dates to begin. I began them for the week ahead and selected recurring weekly on Thursdays. The parent receives the invoice on Thursday and has until the end of Friday to pay, and the dates on the invoice are for the week ahead.

It was confusing, luckily I had another daycare provider help me out

Hmm, maybe you can help then because when I go in to the recurring invoice screen all it asks of me is too choose whether I want the invoice to be created weekly, every other week, monthly or twice a month. I have weekly marked off then the next screen asks when the invoice is created (Thursdays) and the next day the money is automatically pulled out of their account on Fridays (my due date). The next screen is where you select which child the invoice for and how much is to be paid. The last screen is just for notes. I don't get a screen that lets me pick the dates of the invoice.

Maybe the one that says "start date"? Should I pick next weeks date 2/24/14 and pick the payment date to be 2/21/14?

[CraftyMom]

Maybe the one that says "start date"? Should I pick next weeks date 2/24/14 and pick the payment date to be 2/21/14?

If I were to set up a new recurring invoice I would do the following:

Go to electronic payment set up>recurring invoices>select parent>set up

On the next screen select weekly

Next screen is a calendar.

At the top I would select start date of 2-20-14 since my invoices are created on Thursdays. (select which day you want the invoice sent every week)

Then I click on Sunday the 23 on the calendar. The arrows will highlight the whole week. This is the week you will be paid for.

With this set up, invoice is sent Thurs Feb 20, for the week of Feb 23-March 1

My screen would look like the pic attached after selecting the start date and week of payment

Let me know if this helps

[MarinaVanessa]

If I were to set up a new recurring invoice I would do the following:

Go to electronic payment set up>recurring invoices>select parent>set up

On the next screen select weekly

Next screen is a calendar.

At the top I would select start date of 2-20-14 since my invoices are created on Thursdays. (select which day you want the invoice sent every week)

Then I click on Sunday the 23 on the calendar. The arrows will highlight the whole week. This is the week you will be paid for.

With this set up, invoice is sent Thurs Feb 20, for the week of Feb 23-March 1

My screen would look like the pic attached after selecting the start date and week of payment

Let me know if this helps

Ooooooooooohhhhhh. So that's what the black arrow is for :: .

Thanks. I fixed it. lovethishappyfacelovethis

[CraftyMom]

Ooooooooooohhhhhh. So that's what the black arrow is for :: .

Thanks. I fixed it. lovethishappyfacelovethis

No problem glad I could help!

[mema]

Can you add in the emails after you have set it up? I wanted the letter printed and not emailed so I could talk with them about it before they saw it so I didn't put them in. I didn't get them handed out yesterday because I just wanted the one family outta here. I will be giving them the letters this afternoon and asking them to log on before next week so I can start it with the first payment in March.

[MarinaVanessa]

Can you add in the emails after you have set it up? I wanted the letter printed and not emailed so I could talk with them about it before they saw it so I didn't put them in. I didn't get them handed out yesterday because I just wanted the one family outta here. I will be giving them the letters this afternoon and asking them to log on before next week so I can start it with the first payment in March.

Yes, you can always add it later. Just into Child Information>select the child from the drop-down menu>click on the Parent/Guardian tab and enter the email in the box on the right side of the screen where the phone numbers go. After this you can choose to email the parent when you make invoices.

PS: You can even choose not to email them at that time or print the invoice and go back and do that later. For example, if you want to make your invoices ahead of time, let's say Monday, but you don't want to email them out until Thursday choose not to send them. Later go into Accounting>Bill Parents & Record Payments>click on the Unpaid Invoices tab>select the invoice you want to email>and click on the Email Reminders button. Click on the button that says Send Email Reminder near the bottom and you're done. HTH.

[mema]

Yes, you can always add it later. Just into Child Information>select the child from the drop-down menu>click on the Parent/Guardian tab and enter the email in the box on the right side of the screen where the phone numbers go. After this you can choose to email the parent when you make invoices.

PS: You can even choose not to email them at that time or print the invoice and go back and do that later. For example, if you want to make your invoices ahead of time, let's say Monday, but you don't want to email them out until Thursday choose not to send them. Later go into Accounting>Bill Parents & Record Payments>click on the Unpaid Invoices tab>select the invoice you want to email>and click on the Email Reminders button. Click on the button that says Send Email Reminder near the bottom and you're done. HTH.

Thanks! I'm excited to get this started and to stop having to go to the bank!!

[EntropyControlSpecialist]

It sounds like it's the way you set it up that is making your weeks off. Mine say the week ahead. I had to initially choose dates to begin. I began them for the week ahead and selected recurring weekly on Thursdays. The parent receives the invoice on Thursday and has until the end of Friday to pay, and the dates on the invoice are for the week ahead.

It was confusing, luckily I had another daycare provider help me out

Mine does, too. Mine get sent out on Thursday since it is withdrawn the following business day (M-F) after the parent pays. It is due on or before Monday morning before drop-off. Many parents have auto-pay set up and it comes out of their accounts Friday and I get it the following week.

[mema]

Mine does, too. Mine get sent out on Thursday since it is withdrawn the following business day (M-F) after the parent pays. It is due on or before Monday morning before drop-off. Many parents have auto-pay set up and it comes out of their accounts Friday and I get it the following week.

So they need to pay it on Friday for it to be in my acct Monday? I handed out the letters for them to read and go in and set up their accts. I just want to make sure that I still get paid on Mondays.