Adding a New Family Account

A Family Account is a profile that connects parents/carers and children in the same family for billing. If a family has multiple children attending the service, the fees and payments for all children linked are combined as a single transaction statement.

This guide is for manually adding a Family Account. If you use the enrolment forms to 'Create Child, Parent & Family Account', this is done automatically (except for the Billing Dates and Preferred Debit Day). If you are a new service transitioning from another platform, the Onboarding team can import your existing list of accounts.

➜ Email Families

💻 Billing > Family Accounts

1. Click the + button in the top right corner
2. Enter an Account Name
3. Tag the Carers/Guardians who can have access to financial information
4. Tag the Children
5. Enter a Billing Start Date (if any) under Limits/Misc - this removes any attendances or transactions before this date
6. Select Billing Dates (for Autmatic Invoicing) and Preferred Debit Day - if you use Auto Billing
7. Click Add Family Account

Places a limit on the amount that can be debited from an invoice (cannot be zero). It can be used as a safety net to prevent large invoices in the event CCS entitlements drop out unexpectedly or a rejected payment on a previous invoice.

• If the invoice is lower than the debt limit, the system will take the lower amount
• You cannot enter a $0 limit - use Pause debiting instead

If you have auto billing configured, you will need to manually enter the dates that their first invoice will be generated. Refer to the aqua tags in the Families/Account list to see the next billing dates for other families.

• Next Billing Date - this is the first day their invoice will be generated on
• For Period Starting - this is the first day of the invoice period (should always be a Monday)
• # of Week(s) - this will determine the invoice end date (x weeks from the Period Starting date)

You can use this section if the family would like the same amount taken out each period, regardless of how much money is actually owed. This will run in addition to the automatic invoice generation, so you should alos tick the Pause Debiting on Invoices checkbox if this payment should replace the invoice.

• Amount to Debit - enter a value to take each interval
• Next Debit Date - select the next date this payment should be debited
• Interval - select how often this payment will be taken

💡 Remove the Amount and Next Debit Date to stop scheduled payments!

Parente who are tagged in the Family Account can sign the Direct Debit Request (DDR) form via the app: How to Sign Direct Debit Request (DDR) Authority Form

If you are manually entering the payment details, make sure you tick the box next to the payment type heading before updating the family account.

Billing Start Date (if any)

This ignores any attendances or transactions before the selected date when generating invoices.

Reminder Date & Notes

A reminder will be added to the Staff Diary (calendar) - this is visible to all staff.

Pause Debiting on Invoices

Family will not AUTOMATICALLY be debited their invoice amount.

• This will not stop the Scheduled Payment Amount, Take Payment, or manually debited invoices.

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