Creating Invoices
Prior to creating invoices, you should set up the fees, grants and subsidies for each child so that they are pulled in automatically. If you haven't yet set up your fees, grants and subsidies, please see the article linked here.
Single Invoice
To create a single invoice, for a particular family, navigate to the family for which you want to create an invoice. Then, from the Family's Financials menu, select "Invoicing".
Invoice Date
When creating a new invoice, it's important that you first select a date for your invoice. This is because whenever you select a date, the rest of the invoice is reset, so if you first add your line items and then select your date, you will have to do it all again. The date you select should be the due date for the invoice. If you're creating an invoice for a monthly fee, it's a good idea to consistently use the 1st of the month as your invoice date to indicate the month to which the fees apply.
Children
If your invoice is for childcare fees, then begin by adding the child, or children, to the invoice. Do this by selecting from the child dropdown. When selecting a child, Timesavr will automatically pull in the childcare fee, other fees, subsidies and grants. The subsidies and grants are automatically deducted from the fees. If you're charging a monthly fee then the default values pulled in should be all you need, but if your fee is daily or hourly, then you may want to modify the multiplier to correctly calculate the subtotal. If you're creating multiple invoices at once (Finance / Create Invoices) then Timesavr can automatically calculate the multiplier for you (see below).
Other Charges
If your invoice is not for childcare fees, or you want to add other charges to this invoice, you can select one or more charge items. A charge item may have a default value associated with it, but you can override that value if necessary. For more information on setting up your charge items and those default values, click here.
Generate Invoice
When you're finished building your invoice, click "Generate Invoice Now". This will generate the invoice and add it to the family's transaction register, and update the family's balance owing. This does not email the invoice to the family. For information on emailing invoices, please click here.
Invoice History
After you generate your invoice, Timesavr will take you to the invoice history page for this family. The invoice history lists all invoices created for this family, even if any of those invoices have since been deleted. If you click on an invoice on the history page, it will open up the invoice in pdf format which you can save, print or email to the family. Note: Emailing the invoice this way will generate a pdf of the invoice and attach it to the email. The alternate method of emailing invoices will generate the invoice in the body of the email, rather than an attached pf. For more information on emailing invoices, please click here.
Save for Later
If, instead of generating your invoice now, you choose "Save for Later" then no charges are added for the family, and the balance owing is not updated. You can see all your saved invoices on the "Saved Invoices" page for each family. The purpose for saving an invoice is so that you can schedule it to generate at a future date, or on a regular schedule. The scheduled generation of an invoice can also be configured to automatically email the invoice after it's generated.
Transactions
Each line item on your invoice is generated as a separate transaction and listed on the family's transaction register, and is editable here. You can modify any of the values on the transaction, or even delete a single transaction without deleting the entire invoice. Also, although each item on the invoice is a separate transaction, they are bound together by the invoice reference number, which means you can easily add other items to the same invoice by giving those new items the same invoice reference number as the invoice you want to add them to.
Any values on the transaction register, in your editable text color, are editable. (Your editable text color can be set on the Colors tab of your Settings page). Black values are not editable (unless you've also set your editable text color to black). However, also the TD checkmark and the payer label can be toggled or cycled through by clicking.
Multiple Invoices
To create multiple invoices all at once, go to Finance > Create Invoices. Here you will see listed all your active children along with their fees and deductions. As long as all your fees and deductions are set up correctly for each child, you shouldn't have to make any changes on this list, but you can override any of the values here if necessary. If you do decide to override any of the values in this list, note that this change would apply to this run only and does not update any values on the child's profile.
Invoice Date
Again, just like the single invoice, the first thing you should do on this page is set your invoice date. Your invoice date is the due date. When you select a new date, the list is automatically recalculated because Timesavr needs to see which children are active on the selected date, and what are their approved subsidy and grant amounts on that date. This is why it's important to select your date first.
Charge Comment (optional)
Any comment you may add here will be added to each line item for each invoice and will be combined with either the child's name or the fee calculation formula if these options are enabled in your Settings. By default this value will be set according to the date you select. So for example, if you select a date in the month of October, the comment will be defaulted to "October Fee". You can override this comment with anything you like, but anytime you change the date, this comment will once again be generated automatically based on the selected date.
Overriding Default Values
You can override some of the values in this list, such as the charge item, amount and multiplier. This is useful if you want to, for example, charge a family a lower amount this month because they're on vacation, or if you want to change the number of days to charge for a child with a daily rate. Any changes you make to the values in this list do not persist and apply only to this run. If you modify the multiplier, or the rate, the newly calculated total will be displayed in red. This is not an error, just an indication that you've made a change.
Look for Errors
Before generating your invoices you should scan your list and look for errors. Errors will be highlighted in red. For example, if a line item does not have a charge item associated with it, the charge item box will be highlighted in red. If you generate invoices with errors like that, then this invoice will fail. You can temporarily select a charge item on this list, but this does not update the child's profile so you will see the error again next time. To fix it permanently, go to the child's fees page and make sure the child's fee has a charge item associated. For more information on charge items, click here.
List Options
Use the list options to change which children are listed, and also the multiplier used for childcare fees on the list.
Only the three options at the top are saved in your settings and will persist each time you create invoices. All other options on this page are applied to the current run only.
Line Items
Customize the invoice by choosing which line items to include, and by adding temporary custom line items that are not predefined on child profiles. Custom line items are perfect for things like field trip charges, or annual membership fees.
For example, if you wanted to add a field trip fee to your invoices this month, you could add a custom line item, as shown in this demonstration video.
Any changes you make to the line items settings, including creating custom line items, will only exist for this run and do not persist. The next time you load your invoicing page, the default settings will apply. If you want persistent line items, those must be added on each child's fees page.
Generate Invoices
Once you've set your date, and confirmed that all the amounts look correct, click the "Generate Now" button to generate all your invoices. You will be prompted to confirm, and then all the invoices are generated.
One invoice per family is generated, even if the family has multiple children. Invoices with a value of $0.00 are not generated, if you have this option enabled on the Financials tab of your Settings page, in the desktop app. After all the invoices are generated, Timesavr will present a summary in a popup window. If any invoices failed to generate, click on the Report link to see which invoices failed. An invoice will fail if a charge does not have a charge item associated with it. For more information on charge items, click here.
Emailing Invoices
Emailing invoices is a separate process. For more information on emailing invoices, click here.
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