Fee Adjustment & Credit Processing

Q: Will families still be able to submit requests the same way?

Yes. Families can continue submitting requests via email, phone, or online form.

Q: How does automation handle existing data in our accounting software?

Automation integrates with your existing accounting records and applies adjustments directly to family accounts. Your historical data remains intact and is used to calculate credits accurately.

Q: Can we still review and approve adjustments before they're applied?

Yes. Automation validates requests against policy and flags exceptions for human review.

Q: What audit information does automation provide?

Automation maintains a complete record of every request, validation decision, calculation, and adjustment applied. This creates a transparent audit trail that's impossible to achieve with manual spreadsheets.

Applying credits and adjustments when enrolments change mid-period.

370 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Fee adjustment requests arrive via email, phone, and forms, then require manual verification against policy, calculation of credits, and entry into accounting software. Manual processing is slow, error-prone, and leaves incomplete audit trails.

Automation validates requests against policy rules, calculates eligible credits, and applies adjustments directly to family accounts in real time. Families receive same-day confirmation with full transparency.

Key features:

Validate adjustment requests against centre policy rules automatically

Calculate eligible credit amounts based on daily rates and discounts

Flag edge cases and policy exceptions for human review

Apply credits directly to family accounts in accounting software

Send confirmation emails with updated balances same day

Maintain complete audit trail of all adjustments and decisions

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual policy interpretation Staff must read policy documents and make judgment calls on edge cases, creating inconsistency and delays.	80%
2	Error-prone credit calculations Spreadsheet-based calculations for daily rates and discounts are prone to mistakes and difficult to audit.	67%
3	Slow accounting software entry Manually creating credit notes or editing invoices in accounting software is time-consuming and leaves incomplete audit trails.	53%
4	Delayed family communication Confirmation emails are often delayed or forgotten, leaving families uncertain about their account status.	40%
5	Fragmented request tracking Requests logged in spreadsheets lack integration with accounting software, making reconciliation difficult.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.3/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.7/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Adjustment Request Submittedtrigger

A family submits a fee adjustment request. The form captures child name, family email, reason, and requested amount.

2. Validate Against Policy

The automation reviews the request against the centre's fee adjustment policy rules. It checks eligibility, flags edge cases, and approves or rejects the request automatically.

3. Calculate Credit Amount

The automation calculates the exact credit based on daily rates, sibling discounts, and prorated amounts. The calculation is logged for audit.

4. Create Credit Note

The automation creates a credit note against the family's account with the calculated amount, linked to the original invoice.

5. Send Confirmation

An automated email is sent to the family with the credit amount, new balance, and updated invoice attachment.

6. Log

The request, approval status, credit amount, and reference are logged audit trail.

7. Notify Team

A summary notification is posted to the finance team channel so the team stays informed of all adjustments processed.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

20 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens to requests that don't fit standard policy rules?

Automation flags edge cases and policy exceptions for your finance team to review manually. This ensures complex situations receive appropriate human judgment while routine requests process automatically.

Will families still be able to submit requests the same way?

How does automation handle existing data in our accounting software?

Can we still review and approve adjustments before they're applied?

What audit information does automation provide?

View more FAQs

Process pain:8.3/10

Mapped by:10 Companies

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Page updated 10 August 2026