Fee and subsidy billing at childcare centres involves collecting attendance records, verifying subsidy eligibility, calculating fees, generating invoices, and reconciling payments across multiple systems.
Automation collects attendance data automatically, verifies subsidy eligibility against program rules, calculates fees with validated formulas, generates and tracks invoices, and reconciles payments in real time.
The full workflow, from trigger to completion.
On the first business day of each month, or when a family enrols or changes subsidy status, the automation pulls attendance and enrolment data from the source system.
The automation retrieves attendance records and family enrolment details from the childcare management system, consolidating them into a single dataset.
The automation reviews each family's subsidy status against current rules and flags any changes in eligibility or required documentation.
The automation calculates tuition owed, subsidy entitlements, and any adjustments based on attendance and family circumstances, storing results.
Invoices are automatically created and sent to families via email, with a copy logged for tracking and follow-up.
Invoice data is automatically pushed, creating accounts receivable entries and eliminating manual data entry.
The automation monitors bank deposits and matches them to invoices in QuickBooks, flagging discrepancies and overdue balances.
A summary report is sent to the finance team, highlighting unpaid invoices, subsidy eligibility changes, and any reconciliation mismatches requiring manual review.
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