Attendance register and invoice sheets

**Pauline** · 11-12-2011, 03:14 PM

A very kind gentleman called Pete has kindly shared an Excel document for creating attendance registers and invoice sheets.

Sheet 1 you put in the name address you want to see on the paperwork and it will place it on all the forms.
Sheet 2 is the attendance sheet name of the child time of arrival etc (times
need to be entered 24 hr style with the colon: in between the hours and
minutes for the auto calculations to take place.

Any feedback would be appreciated by Pete

You will need Excel on your computer for it to work.

Edit to add that Peter has updated the sheet to a newer version following your questions and comments.

EDIT 17/7/12 - another updated version!

**sarah707** · 11-12-2011, 03:53 PM

That is interesting! Thank you to Pete for sharing.

I am not an expert using Excel I just about get by. Is it easy to change the calculations from weekly to monthly and to alter the rate per hour / comments and other fields?

**Carol M** · 11-12-2011, 03:54 PM

Nice, but if you enter start time a.m then departure time p.m for all day attendees it doesn't calculate correctly, or is it just me

I can't use it as I don't charge hourly, and what happens if you have an overtime rate for some of the hours of attendance .
I would like to make my invoicing this easy

Carol xx

**singingcactus** · 11-12-2011, 04:20 PM

That is brilliant. I really like this format. I take it that Pete is happy for this to be used by us. I have a register that I use, that I do like (also excel) but it's just for handwriting in. This way is cool, cos it self generates the invoices

I don't have any problems with that lol.

The only improvement I could think of is for those who use monthly invoices - but I quite like the idea of having the weekly ones anyway.

**Pauline** · 11-12-2011, 05:29 PM

Originally Posted by singingcactus

That is brilliant. I really like this format. I take it that Pete is happy for this to be used by us. I have a register that I use, that I do like (also excel) but it's just for handwriting in. This way is cool, cos it self generates the invoices

I don't have any problems with that lol.

The only improvement I could think of is for those who use monthly invoices - but I quite like the idea of having the weekly ones anyway.

Yes Pete is quite happy for you to use them.

**VeggieSausage** · 12-12-2011, 12:48 PM

Yes not sure how it would work for monthly, would be good if weeklies were all on one page rather than seperate. Like the layout, very clear and easy to use. Also for all day children would we have to write in am departure or can you just put in an am arrival and pm departure? Thanks

**singingcactus** · 12-12-2011, 02:15 PM

Please disregard my earlier mention of monthly invoices - have just spotted the 5 week invoice after the blank invoice

totally perfect now lol.

**mayberry** · 12-12-2011, 04:00 PM

thank you for sharing

Dawn

**miffy** · 12-12-2011, 05:43 PM

Thank you Pete (and Pauline)

Miffy xx

**Babycat** · 12-12-2011, 11:03 PM

This is cool and looks just like mine does too :O

**SamBaker** · 13-12-2011, 06:20 AM

I really like the attendance sheet. How would you change the rate or can we not do this? Also can I ask do we need to get our registers signed or is it just the NCMA that do this. I will defently use this version rather than having books everywhere lol!
Also can I ask, on the invoices where would you put things like extras ie meals and outtings, and will it still calculate it automatically?
Thank you they look great!

**helengreen13** · 13-12-2011, 06:39 AM

Really like this but just a few tweeks needed. Could there be an additional box so you can change the rate as I charge more after 6.00pm. Also would like a box for meals to be incuded in the total and could the attendance register just be one time and not split into am/pm or at least give us the option of this.

Thanks

Helen
x

**singingcactus** · 13-12-2011, 07:12 AM

Originally Posted by SamBaker

I really like the attendance sheet. How would you change the rate or can we not do this? Also can I ask do we need to get our registers signed or is it just the NCMA that do this. I will defently use this version rather than having books everywhere lol!
Also can I ask, on the invoices where would you put things like extras ie meals and outtings, and will it still calculate it automatically?
Thank you they look great!

You can change the rate on the first tab/page. Called settings.

**Pauline** · 13-12-2011, 07:30 AM

Thanks for the feedback, Peter has updated the sheets to improve them following your questions, new version is in first post.

Also in answer to some of your questions he says:

one asked how you change the hourly rate, sorry I forgot to mention the
settings page at the front shows an hourly rate just click on it and type in
the rate ie: 4.00.

one mentioned a flaw if you entered an am arrival time then a pm departure
time it doesn't calculate. rather than enter complicated formulas the easy
fix is change the line names from am & pm to "period 1" and "period 2" that way if the child arrives and departs once, only one line is used.

if you or any of your members would like any forms added to the spread sheet I can add them for you and you would then have a complete package.

**miffy** · 13-12-2011, 07:46 AM

Thanks - will take another look!

Miffy xx

**helengreen13** · 13-12-2011, 07:57 AM

Sorry not very good at excel. these area great but on some days need a rate of 3.50 during the day, which I have managed to do but for period 2 need to change rate to £5 - please how do I do this.

Helen
x

**sonia ann** · 13-12-2011, 08:10 AM

been playing with this................................very good for basic invoices .........two small points
1. correct spelling of receipt please

2. can we change the picture to our own logo?

other than that a workable document thank you

**SamBaker** · 13-12-2011, 12:14 PM

Is there a way we can change the rate, I have some children on one rate and some on another depending on times, so the attendance sheet would be different for different children also some children pay an overtime fee plus a regular fee which would be on the same invoice.

**SamBaker** · 13-12-2011, 12:17 PM

Oh just noticed the attendance sheet transfers straight to the invoice that is brilliant! Will save loads of time going through the diary and bits of paper!

**Mouse** · 13-12-2011, 12:30 PM

What if you charge a set rate, not an hourly rate? I have several different set rates - full day, part day, before school, after school. And additional hours are charged differently.

I would find the attendance register useful, but I don't think the invoice bit would work for me, but then I suppose it is aimed at people who do an hourly charge.

Another thought. What if you charged an hourly rate and the contract was from 8am - 5pm, but mindee went home at 3pm one day? Would it calculate the fee as only being until 3pm?