Edit freely. Cancel the run to discard all drafts at once.
Billing & invoicing
Tax-aware invoicing with audit-grade traceability.
DaycareMate is invoice-first: every charge ties back to a fee plan, an enrollment contract, and a billing run. Tax is frozen on issue. Invoices are immutable. Credit notes are numbered. Parent statements are always current.
Step 1 — Define what you charge
Fee plans, cadences, and typed lines.
Reusable templates — one per program, one per add-on — used everywhere downstream.
MONTHLY
Recurring tuition charged once per month, on a configurable day.
WEEKLY
Recurring tuition charged once per week — for daycares that bill weekly.
ONE_TIME
Registration, deposits, materials, trips — anything charged once.
PER_HOUR
Hourly billing computed from billable attendance hours, with configurable rounding.
Each fee plan line is typed (TUITION, REGISTRATION, DEPOSIT, etc.) and carries its own taxable flag, so tax is computed correctly on every invoice.
Steps 2 & 3
Enrollment billing contracts and batch billing runs.
Each enrolled student gets an enrollment billing contract tied to a program and a billing model. Contracts can be ACTIVE, PAUSED, or ENDED — pause for the summer, end on withdrawal.
When it's time to bill, an admin starts a billing run (MONTHLY, WEEKLY, or HOURLY). The run drafts every applicable invoice; you can edit each one, issue them individually, or hit "Issue all". Hourly runs compute billable hours from attendance, with configurable rounding.
Step 4 — Invoice lifecycle
From DRAFT to PAID, with an audit log on every step.
Once an invoice leaves DRAFT, it's immutable. Every state transition is timestamped on the invoice's event log.
Issued. Tax rate is frozen, the invoice is immutable, and a receipt PDF awaits payment.
A payment has been recorded that covers the invoice in full.
Past due. Admin-triggered recompute marks the row; dunning runs with a 72h anti-spam window.
Voided. The credit note (CN-YYYY-####) is the audit trail.
What's actually built in
The details daycare bookkeepers ask about.
Per-line taxable flag
Tuition is typically taxable; deposits, registration fees, and refunds usually aren't. DaycareMate models that explicitly on every fee plan line — the tax base on each invoice is computed only from the lines that should carry tax.
Tax rate frozen on issue
Every invoice snapshots its tax rate at the moment it leaves DRAFT. Future rate changes never alter historical invoices — your audit trail stays self-consistent.
Parent statement ledger
Each parent gets a running ledger of invoices, payments, applied credits, and unapplied advance. Apply credit to a future invoice with a single action — no balance-juggling spreadsheets.
First-class credit notes
Credit notes are CN-YYYY-#### numbered, partial-quantity supported, reason-tagged, and linked back to the invoice they reduce. Generated PDFs follow the same template as your invoices.
Withdrawal proration
Ending an enrollment mid-period can issue a prorated refund credit note or apply a no-refund policy — configurable per deployment.
Manual dunning with anti-spam
Send due-soon and overdue reminders on your schedule. The system enforces a 72-hour window so a parent never receives the same dunning email twice in quick succession.
Payments & statements
First-class payments and a per-parent ledger.
Record cash, transfer, or off-system card payments. Apply to a specific invoice or capture an advance as unapplied credit on the parent. Apply that credit to a future invoice with a single action — the statement always reconciles.
Every paid invoice automatically generates a receipt PDF, and credit notes generate matching PDFs in the same letterhead template.
Roadmap: Online payment gateways are on the roadmap. In the current release, payments are recorded manually and a receipt PDF is generated automatically.
Documents
Branded invoice and receipt PDFs.
Every invoice produces a clean PDF the parent can save or print. Once paid, a receipt PDF is generated automatically. Credit notes generate matching PDFs in the same template. All three render via the same React PDF pipeline — your logo, your daycare details, consistent formatting.
Ready when you are
See your fee plan run through DaycareMate.
Bring a recent invoice template to the demo — we'll model it together.