Question about invoices

[pirateship]

Hi guys,
I'm very new to childminding and am just in the process of finding clients. Trouble is that I'm confused about everything!
About invoices -

Just trying to work out how and when to invoice parents. If I invoice a parent on the last working day of the month, when should I expect to be paid by them? How do you guys work it out?

I have so many questions and have found it really difficult to get started up so far - I just hope it gets easier! X

[banana]

Hi,

I receive my payments in advance. So I give the parents an invoice on fridays to be paid on the monday morning when the child starts. If its a monthly payment then I give them an invoice a week before payment is due on the 1st of the month.

Hope that helps. You should try and recieve your payments in advance and not arrears so that you dont end up out of pocket if you were to ever have a problem with parents paying you.

Let us know what else you need help with, thats what we are here for

x

[ajs]

it'll get easier now you've found us.

i used to invoice on the last friday of the month to be paid in arrears now i insist on being paid in advance as then if they decide to leave half way through a month or play silly beggars then at least i am paid. now what i do is invoice 5 days before the 1st so that parents have the chance to pay into my account in time for the cheque to clear
if they want and i prefer they do they can do a money transfer again so the money is cleared by the 1st as that's when my mortgage gets paid
ask away if you get too stuck there's always someone around to help

mandy x

[ajs]

lana and i seemed to have posted at the same time so
i am glad that what she said was more or less identical to what i said ;D

[pirateship]

If I get paid in advance, how do I work out what I'm owed if I am yet to do the hours? Won't the amount change if say the child is dropped off late or the parents' working hours change? I have been approached by a lady who wants me to mind her little girl, but the hours will be different each week so how can I invoice her in advance if I don't know the hours I will be working? Thanks for replying!

[ajs]

if you're contracted hours are say 9 - 5 and they drop at 10 then that's not your fault so you still get paid for that hour if they collect late then you keep a record of the extra hours worked and include them in the next months invoice

start tough and get less tough it's better for you then starting letting them getting away with murder then regretting it.

if mum's hours are different each week ask for the maximum and get paid for that so if one week she works 10 then another she works 20 contract for the 20 and be available should she need you but if she doesn't like it explain that you are available to care for x if she needs time for herself but that is waht childminders do. of course if you don't want to work that way then that's up to you it's your business and you set the rules

any other questions?

[mel]

I also get paid in advance so I am paid by the Friday of the week before care is given.

Mel x

[tasha]

AJS has given my answers for me!
Tasha

[susi513]

I let parents choose their payment date and in the past I've prepared their invoices 7-10 days before their due date. But I'm now going to do all the invoices at the beginning of the month, with their contracted pay date printed at the bottom.

On the back of the invoice I've put a list "Ways to Pay" with my bank details for bank transfers and that cheques should be paid at least 7 days before the due date & that I don't have change so if they overpay in cash I will credit to the next payment period. Also paypal & nochex (no-ones ever paid their childcare fees by paypal or nochex but I like to give plenty of options so there's no excuse.)

And a reminder about late payment fees if their payment has not been received AND CLEARED to my account by the agreed due date.

Any adjustments - eg if they book extra hours or I have closed (funeral, sickness etc) I put these at the top of the next invoice as well as balance brought forward if they have a credit or debit balance.

[susi513]

For those that will want different hours each week I charge parents 1/2 fees to reserve the hours/days for their child. The parent submits a written request for the hours they want to book within their reserved time - we agree when they will do this and this is stated in the contract too. The invoice would then show full fees for the booked time and 1/2 fees for the remainder of the reserved time. The place would not normally be available outside of the reserved time period. The contract also states that if they have not notified me of the hours they don't need by the agreed date they will be charged full fees for the whole of the reserved time period. Also includes a minimum weekly charge - in case they don't book any hours

[andreaschildcare]

hiya

I dont give invoices, parents know what to pay me. I give reciepts.

[susan]

Hi

I invoice the parents a week before i require the payment to be cleared if that makes sence !

xxx

Welcome to the forum

[shirlwith3]

Hi
I do the same as Susan I send out the invoice the week before it is due for my full timer but with my part timer I invoice her in arrears every 4 weeks as she gets paid every 4 weeks which works out fine.
Shirl

[angeldelight]

Welcome to the forum

I do more or less the same as Mandy and Tasha

Remember you WILL know how many hours you are having a child because it will be in the contract

Make it clear that they understand you charge your over time fee if they are late

Also if they are sick you will still charge

Like everyone says you will soon get used to what to do and you will get heaps of info on here

Angel xx

[pirateship]

Thanks guys. That's a great help. Think I'll invoice a week before the 1st of the month. And I've decided to charge a "minimum hours" fee so that I am covered. Thanks again. X

[janet]

i do much the same as every 1 else xxxxx