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child care billing

The Child Care Manager’s Checklist

checklist
Being a child care director is both a challenging and exceptionally rewarding job. The nuances of combining physical care and education in a nurturing environment require a special person, because there is so much to do. We honor professionals, like you, who make a difference every day.

We’ve created a mini-checklist for many of the management tasks in your center. See which ones apply to you.
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Online Child Care Payment History

This question recently came in to the ProCare Tech Support team.

“Is there a way for parents who currently pay by Tuition Express to look at their account history online?”

The answer, of course, is yes. We’ll get to the details in a moment.

For those of you who may not know about Tuition Express yet, it’s an innovative payment processing service that works with ProCare Family Data & Accounting to automatically collect tuition and other payments for child care centers, daycares and preschools. Fees may be electronically deducted from parent bank accounts or charged to a credit card. Either way you get paid on time, every time.  And, it’s extremely secure as ProCare Achieved Level One PCI Security status.

Now, to the part about how parents (and center owners / directors) can view their payment history online. Continue reading

Stepped Rate Child Care Billing

The following question recently appeared in the ProCare Tech Support “IN” box.

“I am setting up our child care tuition fees, but we do not have weekly rates. Our billing uses a stepped rate charged ahead of time. Here’s our rate schedule:

Infant Rates

  • Up to 3 Hours/Day $21 (level 1)
  • Up to 4 Hours/Day $25 (level 2)
  • Up to 5 Hours/Day $29 (level 3)
  • Up to 6 Hours/Day $33 (level 4)
  • Daily MAX  $35 (level 5)

Please let me know how we can enter this to be billed according to the days they are scheduled in advance.”

You can absolutely do this kind of stepped rate billing in ProCare. In fact, one of our standard billing formulas fits this case perfectly.

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How to Charge Late Pick Up Fees

Do some families at your child care, daycare or preschool tend to pick their children up late, after your center is officially closed? Perhaps you’ve even read the article called The Unbearable Wrongness of Being Late from ChildCareExchange.com.

You’re thinking you’d like to implement a Late Pick Up Fee but aren’t sure how to go about it. With the ProCare Attendance Tracker it’s easy to process Late Pick Up charges for all appropriate families at once.

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Oops. I Auto Billed Twice, Now What?

A recent email question came in to the ProCare Tech Support Team. It’s something you might have done yourself. 

“I accidentally clicked Automatic Billing twice. I’d like to cancel one of them.” 

As many of you may know, there is not currently an option to undo or cancel Automatic Billing. However, there is a message alerting you to the date you last performed Automatic Billing.       Continue reading

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