In the Center Admin module, iCare Child Care Management Software provides you with several tools for automating your billing procedures. Each of these tools is programmable by you, so it can fit your specific billing rate charts. The Billing Filter from Reports is the most generalized tool, it can fit almost any billing model or rate chart that you have. The other tools have been designed to fit more specific and common billing models.

Contract Billing Management – Automation of Additional Hourly and Late Pickup Fees

If you have flat weekly or monthly rates but want to bill additional fees when the child stays at the center more than scheduled hours, then these overage charges can be automated. During the ‘dayending process’ every night, the attendance of the day is compared to the child’s schedule of that day and the charges are appropriately calculated and posted.

If the child stays beyond the center's closing time, then the overage charges are calculated using another ‘late fee’ rate, which may be a bigger penalty.

Billing Filter from Reports

This is an extremely versatile batch billing tool that lets you create a billing batch based on the data in any report. For example, you open the attendance report for a week. In that report, you filter for days on which any child was there for more than 6 hours. You can then apply a billing formula on those filtered records and bill them at an appropriate rate or through a rate chart. 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.

Additional Recurring Charges or Credits

Through the Recurring Charges form, you can set up any number of recurring charges or credits on a child’s account over and above the tuition charges you are setting up in the child’s fee and schedule form.

These charges can have any one of the following billing cycles

• Weekly
• Biweekly
• Monthly
• Quarterly
• Yearly

You can set a start date and end date for these charges; the charges will automatically start getting posted when the start date arrives and stop when the end date arrives.

Billing Grids

A billing grid allows you to post a batch of charges based on your selections and a preprogrammed rate chart. Several billing grids are available in the software and a more custom grid can be added very easily as well.

• AR-side subsidy billing based on attendance data
• AR-side co-pay billing based on schedules
• AP-side provider billing
• AP-side billing for drivers

Block Hours and Block Days Billing

An example of a block hours’ rate chart is

An example of a block days’ rate chart is

These rate charts are called HoursPerDay and DaysPerWeek rate charts. The billing based on these rate charts is automated in iCare Management Software.

Payment Plan Billing

This is especially suited for schools that are charging a yearly fee and want to break that fee into a certain number of payments of equal amounts. The Payment Plans Form lets you create several plans based on any number of payments and specified dates for those payments.