Do we have to give parents an invoice?

[Fabby]

As the title says really. Just need to know if it is a requirement or not?
Thanks

[Lainey Lou]

Hiya, no its not a requirement and Ofsted don't have any involvement with our accounts either. I don't personally, BUT I do think its a good idea as if you want to charge a late fee or something, you can just add it to the next invoice and then everyone knows where they stand, better than asking for it verbally and not getting it. But in answer to your question its not a requirement.
HTH x

[Fabby]

Thanku! I think i will have to do an invoice for one parent because she is going be paying in vouchers and may need to have a 'top up' but i dont think i am going do it for anyone else because they pay weekly anyway. I will produce an invoice if any extra was required etc. Thanks for the reply!

[WibbleWobble]

i do for all parents...and i give receipts too.

Phil has done a an excel spreadsheet so all i do is put in the hours on one page and it generates an invoice at the end of the month..it also works out my tax, expenses etc

he really is a clever boy

mandyx xxx

[Tam's Tribe]

Good business practice is to invoice and/or issue receipts . . . I found it easier to do invoicing as most of my parents pay by online transfer!

[snufflepuff]

I dont give invoices. I am paid by standing order so my bank statements can be used as evidence of payment (or non-payment as the case may be!)
If i ever needed to add on fees eg for extra hours, i would give an invoice just as a reminder to parents that the amount needs changing.

[Chatterbox Childcare]

As long as you have a paper trail if the IR request it you are fine.

I do invoices as I like to know who owes what and then when the money comes in I check it off. I email them each month so there isn't any production costs involved, only my time.

[Fabby]

As long as you have a paper trail if the IR request it you are fine.

I do invoices as I like to know who owes what and then when the money comes in I check it off. I email them each month so there isn't any production costs involved, only my time.

MMM good idea, i may email! I forget about email for some reason! I have been doing receipts for there reference really. Could i just not record it on my accounts sheet, is that good enough proof for IR?

[Fabby]

i do for all parents...and i give receipts too.

Phil has done a an excel spreadsheet so all i do is put in the hours on one page and it generates an invoice at the end of the month..it also works out my tax, expenses etc

he really is a clever boy

mandyx xxx

He certainly is a clever boy!

[funemnx]

My hubby has done a blank invoice for me to print off, I hand write with a carbon copy the days a child is contracted for and take off any days off, plus overtime etc, with the total at the bottom. I keep a copy for the child's file and the parent gets a copy. That way, if there's a problem, I can check the copy.

[Andrea08]

hi i do invoices all the time now gives parents notice of each months fees esp when there is 5 wks to a month or holiday dates etc then if parents thinks there is a problem with the charges you have time to sort it out b4 payments are due..

xx

[rachelle]

I invoice all of mine, one of them is paid up to x amount and I'm working it off but i still invoice - mostly because the contracts (ncma) state I will issue a receipt and if I'm issuing one I like to know the amount is right and that it can be traced back to an itemised invoice.

[Ripeberry]

I do invoices each month. I write at the top what their usual hours are, then underneath what time they actualy used (using the attendance register) and also factor in any illnesses.
Then I show how much they paid for that month (payment in advance) and then show how much extra or less is to be added or taken away.
Then I show how many childminding days are to be paid for the coming month and then do a final total at the bottom.

It is different every single month as parents are always changing hours or adding extra days here and there, it's the only way to keep track.

I then e-mail it to them and they pay by bank transfer within 2 days of receiving it

[Rubybubbles]

I invoice as the amount would never be the same each month!

If you use NCMA you should issue receipts as it is part of your contract

[monkey62]

I do write an invoice and a receipt for all my parents, all of them pay me monthly except one,which pay me weekly I write an invoice and at the and of the month I give one recipt for all the money. Is work for me, not sure but I beleive in NCMA contract is stated you have to issue an invoice

[Chatterbox Childcare]

I invoice as the amount would never be the same each month!

If you use NCMA you should issue receipts as it is part of your contract

Where does it say in the contract that we will issue a receipt as I can't find it? Probably looking too hard!

[Chell]

I invoice as the amount would never be the same each month!

If you use NCMA you should issue receipts as it is part of your contract

Me too, I don't undertsnad how some of you manage to take the same amount? Surely each month is always different.

I print the same invoice when they pay and mark it as paid then sign it. If they ever maintained they'd paid me when they hadn't then I'd be able to ask them to produce their receipt.

[miss mopple]

I always email invoices too, then at the end of the financial year I just save the file of invoices to a cd along with my accounts spreadsheet so its all in one place

[emma500]

hi sorry to but in

where do you all get the print out for the invoices
is there a free site we can copy them

thankyou emma xxxx

[Chatterbox Childcare]

hi sorry to but in

where do you all get the print out for the invoices
is there a free site we can copy them

thankyou emma xxxx

I have a spreadsheet invoice for each parent and once sent I print it off on my computer - A5 (2 to a page) so very little expense