Fee and subsidy billing at early education centres requires matching attendance records to government subsidy rates before invoicing each family. Doing this by hand invites calculation errors, delayed invoices, and time lost chasing mismatched payments.
An automated version pulls attendance data, recalculates subsidy entitlements, and issues net-fee invoices without manual entry. It also matches incoming payments and follows up on overdue balances, keeping records accurate and current.
The full workflow, from trigger to completion.
Attendance and enrollment data finalize, starting the billing run automatically.
The automation recalculates each family's subsidy entitlement against current rates and drafts the net-fee invoice.
Draft invoices are created and staged for the billing period.
When a subsidy mismatch is flagged, a finance administrator confirms the correct approval status on the government portal.
The automation compares expected subsidy and family payments against what has actually landed.
Confirmed payments are matched to open invoices directly inside.
Overdue balances are identified and a tiered reminder is drafted for each family.
Reminder emails go out automatically and the arrears tracker updates with the latest status.
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