Childcare Pay

[butterfly]

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.

I get paid on Wednesdays when it's pulled from their account on a friday. Any time there is a holiday it's a day later too... but I just go with it to keep the parents happy.

[mema]

I get paid on Wednesdays when it's pulled from their account on a friday. Any time there is a holiday it's a day later too... but I just go with it to keep the parents happy.

Oye! Maybe not something I want to do then. I need to keep my days on Mondays, but I don't want them to have to "pay" the previous Wed for it. Hmm. Something to think about I guess.

[MarinaVanessa]

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.

No, if they pay Fridays you will have the money in your account by Wednesday, sometimes Thursdays depending on your bank and when the parent pays it. Generally it takes 5 days for the money to clear and get deposited into your account.

[mema]

Ok. Another question. If the parent has it set up to come out automatically, can they change the amount if needed? I give them some unpaid vacation days, so would they be able to go in and change it? Also, if I set up recurring invoices, can I adjust them for late fees and such? Thanks ladies. I really appreciate it. I have 2 families that are fine with it coming out of their accounts on Wed or Thurs, so I may do it. Just want to get all the kinks figured out first.

[CraftyMom]

Ok. Another question. If the parent has it set up to come out automatically, can they change the amount if needed? I give them some unpaid vacation days, so would they be able to go in and change it? Also, if I set up recurring invoices, can I adjust them for late fees and such? Thanks ladies. I really appreciate it. I have 2 families that are fine with it coming out of their accounts on Wed or Thurs, so I may do it. Just want to get all the kinks figured out first.

I don't think they can change the amount on their end. I can do it on my end.

Yes, you can add in fees and a description such as "late fee"

[Cat Herder]

I give them some unpaid vacation days.

Recurrent Invoices > click on parents name > Temporarily lower

I don't know how to add a fee to a recurrent , though. :confused: I see the "change" tab, but that is like setting it up all over again. The parent has to log in and approve it again.

[CraftyMom]

Recurrent Invoices > click on parents name > Temporarily lower

I don't know how to add a fee to a recurrent , though. :confused: I see the "change" tab, but that is like setting it up all over again. The parent has to log in and approve it again.

You're right. What you do is edit the invoice after it is created, and add fees.

I would select unpaid invoices or paid invoices > highlight then edit invoice > more fees/discounts > then select fee or discount where it says type on the left

From there you can add fees or discounts. If the invoice is already paid it will re-appear as an unpaid invoice with the balance due (late fee) or as a credit (discount)

[mema]

Ok, well, maybe I'll try it out on my most patient parent until I get the kinks worked out. One parent definitely won't go for any "changes or redo's". I need to know exactly when they need to set up to take it out/pay it and give them step by step directions on how to set up/where to go. Thanks again!

[MarinaVanessa]

Ok, well, maybe I'll try it out on my most patient parent until I get the kinks worked out. One parent definitely won't go for any "changes or redo's". I need to know exactly when they need to set up to take it out/pay it and give them step by step directions on how to set up/where to go. Thanks again!

For the parent that doesn't like changes you can set up their recurring payments and if they incur late fees or other fees you can always just create a new invoice for them and have them pay you directly. Then you just enter the payment manually. For example, I have a client that's PT and she gets recurring payments that are on autopay. I get paid on Fridays for the following week. If she wants to add an additional day I just click on the invoice and add the fees and she pays me in cash or pays me online. If she were late to pick up it would work the same and I would add it to that week's invoice, for me penalty fee payments are always due immediately and in cash so as soon as she were to pay them I would enter them. If you add fees to an already created invoice you don't need the parent's ok to do so.

Could that work out for you?

{EDIT: I thought I'd add that if you need to change the amount owed to a recurring invoice on autopay and it hasn't been created yet if you are adding more money to it, even temporarily, it will need to be okayed by the parent and the money will not be pulled out until then. Pretty much the autopay will be suspended until the client approves the change. Actually any changes to a recurring invoice needs approval. I just changed the dates that each invoice covers and it kicked her off of autopay until she made the approval. But if you reduce their rate or give a discount, temporarily or permanently, you don't need approval.}

[MarinaVanessa]

Also I have my own introduction letter to parents explaining the enrollment process.