Running and operating a center has many challenges, don't let billing be one of them

Billing is automated in iCare by entering billable schedules for a child. There are 2 methods for scheduling children:

There are several batch processes in iCare including accounting. Batch processes allow you to make multiple changes in a set. Batch processing by admin for posting private or subsidy checks.

Videos on this topic: Voiding transactions in a batch and batch payments.

Let iCare billing automation free you from the time-consuming, tedious tasks of manual billing. Add all your revenue streams with less work.

• Most extensively developed billing automation that calculates every single bill according to any billing rule without a compromise
• Highly flexible billing frequency settings 
• Highly flexible billing periods 
• Highly flexible rate chart with about 40 billing factors
• Prorated billing calculation for enrollments starting or ending in the middle of a billing cycle
• Automated registration, late pickup, late payment fees
• Split bills between private and subsidy accounts
• Billing rates and rules settable for entire school, by program and class, or individual child and family

Videos on this topic: Accounting basics.

Through one single report, the Billing Grid, you can quickly and easily manage the tuition bills for the entire school whether the bills are one-time or recurring.

• Enter subsidy vouchers in children’s billing grid
• Enter co-pays in the billing grid
• System will post both the subsidy and copay bills in accordance to billing grid and the applicable rate chart
• Easily transfer rejected subsidy bills from subsidy to parent accounts

Videos on this topic: Automated billing through the billing grid.

For flat charges like weekly or monthly that have a set schedule, charges for attendance beyond schedules is automatically calculated and posted.

Bill Preview function for reviewing bills before they post automatically or post them manually.

Videos on this topic: Billing automation and preview bills.

Automated registration, late pickup, late payment fees. Charges for pickups after closing time or if payment is not made on time are calculated and posted automatically.

Prorated billing calculation for enrollments starting or ending in the middle of a billing cycle.

iCare is tremendously flexible in setting up the rate chart for your childcare programs. Both parts of a child’s bill amount/rate and billing period are easy to set up. The childcare app can match the way you bill your customers.

Amount/Rate: You can either enter a flat/fixed amount or you can use a name of a rate from the Rate Chart. For example, $500 or Preschool, where Preschool is the name of a rate. The Rate Chart has more than 20 factors, some common ones include:

• Child Number (for setting sibling discount)
• Enrollment Type (choose your criterion)
• Age in Months (age-based rates)
• Days Attended (for attendance-based charge)
• Is Member (membership-based rates)
• Program Name (program or class-based rates)
• Maximum Amount (for cap on hourly rates)
• Discount Type (choose your discounts)
• Days Scheduled

Billing Period: A highly flexible rate option where you choose how to calculate the bill. Here are a few examples:

• One-time or Scheduled Payment Plan
• Fixed Weekly, Monthly, Bi-Weekly, Semi-Monthly
• By Schedule – Hourly or Daily
• By Attendance – Hourly or Daily
• For Attendance Beyond Scheduled – Hourly Beyond Exact/Total Scheduled Hours, or Daily Beyond Exact/Total Schedule Days
  Exact/Total Schedule Days

Highly flexible rate chart with about 40 billing factors that can be set to calculate bills dynamically.

A simple Excel grid like rate chart modeler. Simply select rate factors to add columns in the grid or add rows to create more combinations and billing rules. Inline editing function to update the rate chart for changes in the rate

Billing rates and rules settable for entire school, by program and class, or individual child and family.

Examples:

• Number of schedules or attended hours and days
• Number of siblings attending
• Bracketed income levels
• Age-based rates
• Program or enrollment type
• Membership type
• Special days or hours

Videos on this topic: Rate chart modeler.

Children’s bills can be split into multiple subsidy and private accounts. With separate ledgers, these accounts are managed very easily.

Posted transactions can even be transferred from one account to another; for example, when a charge disputed by that subsidy must be transferred to the parent.

Invoice-clearing payment posting; particularly, useful for breaking subsidy payments by children’s charges and then transferring unpaid accepted amounts to parent accounts.

• Enter subsidy vouchers in children’s billing grid
• Enter co-pays in the billing grid
• System will post both the subsidy and copay bills in accordance to billing grid and the applicable rate chart
• Easily transfer rejected subsidy bills from subsidy to parent accounts

Subsidy Types

• State assistance subsidies
• Federal/DSS subsidies
• Military family assistance
• Tax subsidies
• Your grants or scholarships
• Parents employer sponsorships

Subsidy Accounting/Ledger

The subsidy account and ledger are like the private account and ledger, but with some differences and it includes methods for checks and reconciliation:

• The Running Balance for subsidy ledgers is calculated separately for each child. For private ledgers that is not the case.
• Splits for a private copay and subsidy account are easily set up and the Billing Grid Report makes it easy to measure your revenue sources.
• Subsidies frequently do not pay the amount you bill. In which case you must transfer the unpaid amount to the private account. iCare makes it easy to reconcile such issues.
• You can also view a family’s private and subsidy ledgers separately or combined. This gives you yet another feature for easier reconciliation of children bills.

Videos on this topic: Splitting a child’s bill between Subsidy, Copay or multi payers.