KeepCount guide to family billing

Setting up

Once, before the first month: the page, the settings, the CWELCC figures, the fees and the family accounts. An owner turns family billing on or off under Settings, Organization, Features. The screens are from a demonstration centre; the families, invoices and amounts in them are fictional.

1. Family billingBilling, in the menu: one page each, from Invoices to Billing settings. Each page says in one line what it holds.
2. SettingsBilling settings: the payee and numbers printed on invoices, the monthly run's days, a monthly fee in a part month, and your CWELCC enrolment.
3. The CWELCC figuresCWELCC figures: choose your service area and "Fill from the regulation's table"; the base fee on December 31, 2024 and any authorized agreement go beside it.
4. FeesFees, the first part of Billing settings: each fee your parent handbook lists, with its amount, its kind, the age group and whether it is still offered.
5. A new fee"Add a fee": the name families read on the invoice, the kind, the amount and how it is charged, the program, the age group and the sales tax.
6. Family accountsFamily accounts: one account for each family, with who pays, the children billed to them, the balance and the status.
7. A family accountA family account: who pays, the children billed to the family, the site and a note for the office, then the recurring fees and the statement.

Each month

The run makes the drafts; you check them, issue them, record what is paid and take it to the bank, then close the month.

8. The month's draftsInvoices: the month's drafts, one for each family, with the summary line, "Make the drafts" and "Issue n drafts".
9. A draft and the CWELCC checkOpen a draft: its lines by child, the tax and the total. A draft above the CWELCC cap says so, with the arithmetic and what to change.
10. An issued invoiceAn issued invoice: "Print the invoice", "Issue a credit note" and "Credit and redraft". What is credited shows under it.
11. A credit note"Issue a credit note": why, an amount on each line up to what is left of it, and a memo the family reads.
12. Record a payment"Record a payment": the amount, the day, how it came, who sent it and the reference. KeepCount suggests the family and says which invoices it pays.
13. Match the bank's file"Match the bank's file": choose your bank's transactions file. Each money-in line shows what KeepCount suggests, recorded with one tap.
14. Bank depositsBank deposits: the cash and cheques to take to the bank, the month's bank deposits, money paid back, and the deposits you hold.
15. Fee subsidyFee subsidy: the funders, each child's approval from its first day, the funders' payments, and a month's claim to print.
16. The reportsReports: what each family owes by age, who paid what, the deposits for your accountant, the journal for your bookkeeping, and more.
17. Close the monthSettings, then "Closing a month": the checks, then "Close" the month once it has ended. Its entries in the books are then locked.

Payments through Zūm Rails

For a centre that takes pre-authorized debits and Interac requests through KeepCount. These payments run in Zūm Rails' test system for now: no centre takes them through KeepCount yet.

18. Payments with ZūmSettings, "Payments with Zūm": each office or centre's state, and the details an owner sends to start Zūm's application.
19. Approve the debitsPayments, "Pre-authorized debits": each run of debits waits for "Review and approve", with every family's amount, invoices and checks.
20. Every payment through ZūmPayments, "Payments through Zūm": the month's debits, Interac requests, returned payments, payouts and money paid back, what is to come first.

Year end

21. Year-end receiptsReports, "Year-end receipts": each payer's receipt for the year, with the fees paid for each child, your name, address and business number.