Invoices

Learn how to create, email, and manage your invoices.

Articles

 Designate Payers for Invoices
Before you can create an invoice for a child, you must designate at least one of the child's parents/guardians as a Payer of invoices. To do so: From the menu to the left, click Home . Click My Kids . Select a child. The Child ...
 Create an Invoice
You can create invoices and email them to parents. You can either create an invoice each day/week/month, or you can create recurring invoices. In this article, we discuss how to create a single invoice. For more information about creating rec...
Create a Recurring Invoice
You can create invoices and email them to parents. You can either create an invoice each day/week/month, or you can create recurring invoices. Creating recurring invoices allows KidKare to automatically generate invoices for you using the billing fr...
Record Invoice Payments
When a Payer makes a cash or check payment, you can record it as a payment on unpaid or partially paid invoices. From the menu to the left, click Accounting . Click Invoices . The Invoices page opens. Click the invoice to pay. The invoice...
Email an Invoice to Parents
While you can email invoices to parents when you create them, you can also email existing invoices to parents. This is useful if the parent did not receive the first email. Before emailing invoices, verify that you have the correct email address on ...
Edit the Invoice Email Template
You can customize the invoice email that is sent to parents when invoices are created. From the menu to the left, click Accounting . Click Invoices . Click Edit Email . The Invoice Email Template page opens. Click Edit . Update the Su...
Edit Unpaid Invoices
You can edit unpaid and recurring invoices. Note: To edit paid invoices, you must first delete the payments on them. See Edit Paid Invoices for more information. From the menu to the left, click Accounting . Click Invoices . The Invo...
Edit Paid Invoices
You must delete any payments made to paid invoices before you can edit them. We recommend that you also print a copy of the invoice before deleting payment(s) so you have the rest of the payment information available. From the menu to the left, cl...
Close Invoices
Closing an invoice clears the balance due for that invoice. If you plan to delete an invoice and it has a remaining balance, you should close the invoice first to clear that balance due from your records. From the menu to the left, click Accounti...
Delete Invoices
Notes:  Deleting an invoice does not remove the balance due for that invoice. You must close the invoice prior to deleting it to clear any balances due. For more information, see Close Invoices . From the menu to the left, click Accoun...
Delete Recurring Invoices
From the menu to the left, click Accounting . Click Invoices . The Invoices page opens. Click the Recurring Invoices tab. Check the box next to each recurring invoice to delete. Click . At the Are You Sure prompt, click OK. ...
Enter Other Income
Use the Other Income tab to track income that is not already tracked on your invoices. For example, you could track claim reimbursement, your spouse's income, grants, registration fees, and so on.  From the menu to the left, click Accoun...
Print a Receipt for Parents
You can print paid invoices for parents. These act as receipts for payments you have received. This article assumes that you have already created an invoice and marked it as paid. For instructions on both of these tasks, see Create an Invoice an...
Customize the Invoices Page
You can customize the Invoices page so you only see what is most important to your business. To access the Invoices page: From the menu to the left, click Accounting . Click Invoices .  Show/Hide Invoice Headers Click  in the to...
 Unable to Add Siblings to the Same Invoice
For multiple children to appear on one invoice, the children must have the same parent marked as a Payer on their profile. Even though the parents listed may appear the same, the system may not recognize them as the same parent. This usually ...
Invoice Statuses
To view invoice statuses: From the menu to the left, click Accounting . Click Invoices . The Invoices page opens. There are seven invoice statuses. This status displays in the Status column in the invoice list. The table below lists each stat...
Print Invoices
You can print invoices of any status. From the menu to the left, click Accounting . Select Invoices . The Invoices page opens. Filter to the invoice(s) to print. Check the box next to the invoice(s) to print. You can also check the bo...
Clear the Balance of a Deleted Invoice
You must close invoices instead of deleting them to clear the balance due for an invoice. However, you can restore deleted invoices and then close them. From the menu to the left, click Accounting . Click Invoices . The Invoices page opens. Cl...
Record a Voucher/Subsidy Payment
From the menu to the left, click Home . Click My Kids . Select the child that receives subsidy payments. The Child Information page opens. In the Primary Guardian section, click Edit . Click Add Another Contact . Click New . Click Oth...
 About Account Credits for Overpayment
When a parent overpays on an invoice, record the actual amount the parent paid. Any amount beyond the invoice balance is automatically added to their account as a credit. You can see the credit amount in the Activity section in the invoice...
 Apply Credits to New Invoices
If a parent has a credit on their account, you can apply it to a new invoice as you create it. From the menu to the left, click Accounting . Click Invoices . The invoices page opens. Click New Invoice . Begin setting up the invoice as...
 Apply Credits When Recording Payments
You can also apply credits when recording payments to future invoices. For example, if the parent overpaid by $75 last time and knowingly pays $75 less this time, you can apply the credit as you record their payment. From the menu to the ...