Lesson 6: Settings - Billing

Manage billing functions, receivables, fees, and discounts in Kindertales

What's in this article

• Online Billing
• Credit Card Processing Fees
• Enrollment Fees
• Payment Method
• Debit Types
• Discounts
• Subsidies
• Tax Receipts
• NSF Function
• Holidays

Navigating to the Billing tab in Kindertales' Settings opens up comprehensive control over various billing-related functions. This section is critical for setting up and managing how your daycare center bills families and handles payments.

Online Billing:

• Online Payments: Toggle online payment options on or off according to your daycare's needs.
• Master Receivables Account: Decide between one master account for all locations or individual accounts per location. This is essential for settling funds correctly.
• Accepted Payment Methods: Customize which payment methods your center accepts, including credit cards and bank transfers.
• Secure Receivables Account Setup: Fill out the application form to set up the account that will receive payouts from Kindertales. For multiple locations opting for separate accounts, repeat this process for each.

Credit Card Processing Fees:

• Configuration: This tab allows you to add Credit Card Transaction Fees to all credit card payments processed through KinderPay. This helps offset the costs associated with KinderPay’s processing fees.
• Fee Rates: The specific rates for KinderPay Processing Fees are outlined in your Customer Subscription Agreement.
• Important Consideration: Adding transaction fees to payments increases the total charge amount, which means the KinderPay Processing Fee will also apply to these added fees. To effectively offset your costs, the transaction fee set should slightly exceed the processing fee rate.
• Legal Compliance: Be aware that the ability to pass credit card processing fees to customers varies by state and jurisdiction. It is crucial for childcare providers to understand and adhere to applicable legal requirements. Kindertales does not provide legal advice regarding these matters.
• Liability: By using Kindertales' payment processing services, you agree to indemnify and hold Kindertales harmless from any legal actions or liabilities that may arise from passing these fees to your customers.

Enrollment Fees:

• This section allows you to input fees associated with new registrations, including registration fees, initial payments, and security deposits.

Payment Method:

• Accepted Methods: Add any external payment methods your center accepts, like cash or checks.
• Accepted Schedules: Toggle accepted billing schedules on or off. This choice influences billing options available in the Programs tab when adding pricing to a program.
• Staff Autopay Toggle: Grant staff the ability to manage a child’s Auto-Pay feature directly from their dashboard.

Debit Types:

• Define charge options for a child's ledger, covering everything from regular fees to security deposits and miscellaneous charges.
• Specify if certain charge types should be included on tax receipts.

Discounts:

• Add discounts that can be applied during a child’s program enrollment. Options include manual entry or percentage-based discounts.

Subsidies:

• For centers accepting subsidies, this tab is where you define subsidy methods. Providing detailed names and descriptions here is crucial for accurate enrollment and billing processes. Subsidies will appear as available payers in all billing areas.

Tax Receipts:

• Designate a signing authority to appear on tax receipts, complete with their name, Tax ID Number, and signature. Families can print these receipts from the parent portal.

NSF Function:

• Manage Non-Sufficient Funds (NSF) penalties to deter failed charges. Set the penalty amount and the number of automatic charge attempts before disabling Auto-Pay.
• You can also turn off child classroom visibility status to help enforce payment.

Holidays:

• Specify dates that will be excluded from billing calculations, particularly useful for scheduled closures or holidays.

By thoroughly setting up the Billing tab, your daycare can efficiently manage financial transactions, ensuring smooth operations and clear communication with families.