Reviewing and sending
Review drafts before sending. Open the PDF preview, check the day lines against the schedule, and check adjustments.
Use the Child filter to pull one family’s invoices and their totals together.
Region is where the child is cared for. Funded by is the region that funds the home; a home with no funder set counts under its own region. When the two differ, the funder shows under the region in the list.
Picking a Region or Funded by narrows the Provider home and Child lists to the homes and children inside it. A provider or child picked earlier that falls outside is dropped. Clear filters appears while any filter is on and resets them all. The Credits and Report tabs, and Provider pay › Report, work the same way. On Provider pay › Report a home with no funder set is not under any funder.
A home that was offboarded shows in the Provider home list, marked (offboarded), when the list has its invoices (on Credits, its credits; on Provider pay › Report, its pay statements), so you can pick it. Its children stay in the Child list when you pick a Region or Funded by.
The Report tab and Provider pay › Report have quick ranges above the dates: This month, This year (to December 31), Last year, Last 12 months and All time. Last 12 months is the twelve whole months ending this month, so invoices made ahead for later this month are in it.
Active or withdrawn children. The Report tab has a Child status filter: All children (the default), Active only, or Withdrawn only, which means every child who is not active, such as withdrawn or waitlisted children. It narrows the invoices, the totals, Unused account credits and the Finance CSV, and the Child list follows it. Clear filters sets it back to All children.
The Invoices and Report tabs show the money the same way: a How it adds up card that reads like a statement, beside one card with the result. Total invoice amount (each invoice before credits), less Credits applied, less Payments received, less Unsent draft invoices, gives the Net outstanding balance (Unpaid balances less Overpayments). Less Unused account credits, that gives the Net balance after available credits. Lines that are $0 are left out.
Who owes whom. The result card shows the Net balance after available credits, with one line under the amount: Families owe you (red) when the families in your filters owe money, You owe families (blue) when their overpayments and unused credits are more than what they owe, or All settled (green) at $0.00. When you owe families, the card shows the amount as a positive number; the statement line above it shows it with a minus, so the column adds up.
Click a line to list its invoices. Credits applied, Payments received, Unsent draft invoices, Unpaid balances and Overpayments each narrow the list to their invoices. Click the same line again, Total invoice amount or the result card to show everything. Click Unused account credits to open the Credits tab.
Unused account credits are what is left on the credit notes of the children in your filters today, not yet applied or refunded. They are not limited by the dates.
Refresh. Invoices, Credits and Report each have a Refresh button at the top. It loads the latest numbers and keeps your filters, the page you are on and any ticked invoices.
If a schedule or plan changed after the draft was made, Recalculate reprices it.
Approving and emailing are separate. Approve makes an invoice official (payments can then be recorded on it) without emailing anyone. Approve & send also emails the family. Both are in the invoice actions, and for the whole filtered list as Approve all and Approve all & send. They go oldest first. If one can’t be approved, the rest still are, and the message says how many to try again.
Email to family, in the actions of an approved invoice, emails it when you are ready, or again later.
Who gets the email. Each parent on the child’s profile with a name and an email, normally both parents, gets their own copy with the PDF, whether or not they use the app. When no parent on the profile has an email, it goes to the parent account the invoice is billed to. A $0 invoice is never emailed. When the parents pay separately (Split billing, 3.12), each parent’s invoice goes to that parent only.
Big lists go in batches. Approve all & send, Approve all and Email N selected work through a list in batches, with a progress bar (“Emailing invoices… 40 of 397”) and the emails sent so far. Keep the page open until it finishes. Stop finishes the batch it is on, then stops; Continue carries on. If the connection drops, Retry carries on where it stopped, and nothing is emailed twice. At the end a summary says how many were approved and emailed, and which were not emailed and why: no parent email on file, refused by the mail service, or $0. Email these again sends the ones another try can fix.
To act on only some drafts, tick them. A bar appears at the bottom of the screen with Approve N selected and Approve & send N selected. For ticked invoices that are already approved, the same bar offers Email N selected (each goes to its own family), Record payment (one transfer or cheque that paid them) and Mark N paid, and Clear unticks everything.
A sent invoice never reprices silently. Corrections go through adjustments, credits, or the automatic true-up.