iCare works according to your organization’s billing rules, allowing you to manage more of your daycare center or school’s advanced billing requirements automatically.
Late pickups and Additional Hourly Billing
Auto-bill families for late pickups and overtime charges. Just set up your center’s policies (e.g. billing rate, cutoff minutes, grace period, etc.) for late pickups and early drop-offs, and iCare will calculate how much should be charged and post the charges automatically to the appropriate accounts.
Sibling Discounts, Prepaid Packages & Gift Cards
Set up different billing rates for families with multiple children. Just enter the different hourly rates and assign each to the different children. You can also set up prepaid hours and money packages (e.g. 10 hours for $100 or $75 of child care for the price of $50), as well as coupons, miscellaneous discounts, and gift cards easily in iCare.
Additional Recurring Charges
Apply any number of recurring charges or credits on a child’s account in addition to the standard tuition charges. This makes it easy to handle activity fees, lunch fees, and other charges you want to handle separately from tuition.
Discounts for Blocks of Time
Apply different rates for billing based on blocks of hours and days. You can set up rate charts like the ones shown below, and iCare will post charges automatically.
| Rate Name |
Hours per Day | Rate |
| Quarter Time | 0 to 2.5 | $10 |
| Half Time | 2.5 to 5.0 | $16 |
| Full Time | 5.0 to 9.0 | $24 |
| Rate Name | Days per Week | Rate |
| 1-Day |
1 |
$20 |
| 2-Day |
2 | $35 |
| 3-Day | 3 | $45 |
Deferred Deposits
The deferred deposits ledger in iCare Management Software lets you handle deferred deposit payments and maintain escrow accounts for parents. With one click of a button, you can transfer amounts from the deposits ledger to the receivables ledger.
Payment Apply
For organizations that want to match specific payments to specific charges, the Payment Apply method in iCare lets you do this and lets you get aging reports based on cash applied.
Filtered Batch Billing
This is for users with advanced billing needs. Sort and filter data, create pivot tables, and bill directly on the filtered data. This allows you to run batch billing on many customers at one time or make specific adjustments to just a subset of families. As an example, you can open the attendance report for a week, filter for days on which any child was there for more than 6 hours, and apply a billing formula on the subset of families according to your center’s rate charts. A few other examples of billing by this method are
- From an attendance report, bill all children that came more than 3 days in a certain week.
- Give holiday credit to all children that were enrolled on a particular holiday.
- Count the number of days a child was scheduled in a particular week or month and bill those days based on a rate chart.