Financial Processing & Ledgers
Your complete administrative toolkit for childcare billing, invoicing, and revenue tracking. Learn how to navigate the Family Finance tab, set up ledgers for auto-billing, and issue invoices. Get step-by-step guides on processing payments, credits, refunds across multiple invoices, managing prorated or one-time charges, and configuring automated fees or discounts. Plus, learn how to handle returned payments, reconcile third-party or subsidy payments, run financial reports, and generate parent tax receipts, invoices, and statements.
- How to Navigate the Family Finance TabUse the Family Finance tab to view and manage a specific family’s monthly billing details, filter transactions by date, preview and send statements, invoices, and receipts, and initiate one-off billings when needed.
- How to Set Up a Families Ledger for Auto BillingThis document explains how to access a family’s ledger in ChildFriendly, review balances and sponsors, and configure automatic tuition billing, adjustments, supplemental fees, set up third party billings and subsidies, discounts, and tax receipts.
- How to Create and Process Billings & InvoicesThis document outlines how to use the Finance module in ChildFriendly to view, generate, edit, and manage billings and invoices for families at your center, including recurring tuition, custom one-time charges, sponsor allocations, and payments.
- How to Process Payments, Credits & RefundsThis document explains how to record manual payments, process PAD payments (individually and in bulk), manage credits and credit memos, issue refunds, and access receipts and statements in the ChildFriendly Pro Finance module.
- How to Apply a Payment or Refund to Multiple Open Invoices & MemosThis document explains how to record payments and refunds from families using the Payments, Refunds, and Credits function in the Finance module. It covers applying a payment across multiple invoices or credit memos, handling underpayments via automatic reconciliation, and processing refunds.
- How to Adjust Billing for Prorated and One-Time ChargesThis process explains how to adjust billings and Invoices. You will learn how to prorate a billing when a child starts mid-month and how to add one-time charges either to a billing or directly to an invoice so families receive accurate, consolidated invoices.
- How to Refund a ParentThis guide explains three distinct methods for issuing refunds to parents or sponsors in ChildFriendly when there are credits or overpayments on their account. Each method details a different way to process refunds, whether for individual credit memos, via payments and refunds, or for all credits on a sponsor’s ledger.
- Part 1: Record & Reconcile Third Party PaymentsThis process explains how to record a single lump-sum payment from a third party (such as a sponsor or grant provider) that covers multiple children’s invoices, and how to ensure only the relevant third-party invoices are included.
- Part 2: Record & Reconcile Third Party PaymentsThis document explains how to reconcile third-party payments after they have been recorded, ensuring that the amounts in your system match the third-party statement and your bank deposit. You will learn how to locate the recorded payments, compare and adjust them against the statement, create any necessary balance invoices, and verify the final deposit in the Deposited screen.
- How to Group Payments Into Lump Sum DepositsThis document explains how to group manually recorded payments (cash and checks) into deposit groups that match the single combined deposit amounts appearing on your bank statement. It also covers how to correct amounts before depositing, how to revert a deposit group, and how to clear e‑transfers that appear individually on your bank statement.
- How to Process Returned PaymentsThis document explains how to locate deposited transactions, mark a payment as failed (NSF or returned), and track the resulting recovery invoices so you can collect the funds again and apply any penalties.
- How to Use Finance Module FiltersUse the Finance module’s filters to narrow down registrations, invoices, credits, and payments so you can quickly find exactly the billing and payment information you need.
- How to Download or Email Invoices, Receipts & StatementsThis process explains how to preview, download, and email statements, invoices, and receipts from the Finances module. You will learn how to access each document type, send them to sponsors or custom email addresses, and add memos when needed.
- How to Find and Print Tax ReceiptsThis document explains how to locate, view, email, download, and print tax receipts for sponsors within a family profile in the Families module.