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mema 06:20 AM 02-18-2014
When creating the invoice, do you go in like you would without the direct pay on MMK? Accounting, bill parent, pick child, etc? Does it send the invoice to the parent then or do you have to print it off?
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CraftyMom 06:27 AM 02-18-2014
Originally Posted by mema:
When creating the invoice, do you go in like you would without the direct pay on MMK? Accounting, bill parent, pick child, etc? Does it send the invoice to the parent then or do you have to print it off?
I chose recurring invoices and it automatically sends an invoice by email to my parents every week on the same day (you choose the day) I can go in and review invoices as I normally would.

There is no need for me to print anything since the parents can review all invoices and payments on their end. If they need to print it they can do that as well.

You can also create invoices manually, but recurring is so much easier if the parents pay the same amount every week.
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MarinaVanessa 06:40 AM 02-18-2014
Originally Posted by mema:
When creating the invoice, do you go in like you would without the direct pay on MMK? Accounting, bill parent, pick child, etc? Does it send the invoice to the parent then or do you have to print it off?
If you entered the parents email address when you added the child then it will ask you if you want to email or print the invoice. You can do whichever you prefer or both. I create my invoices by hand for all except one client and I email them the invoices. The one other client has electronic payment which is recurring. I personally don't particularly like MMKs recurring payments because the dates of the invoice are off. Instead of saying they're for the upcoming week they say they're for the week that just passed and I'd have to go into each invoice and change each one by hand after it's been paid.
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mema 06:45 AM 02-18-2014
Originally Posted by MV:
If you entered the parents email address when you added the child then it will ask you if you want to email or print the invoice. You can do whichever you prefer or both. I create my invoices by hand for all except one client and I email them the invoices. The one other client has electronic payment which is recurring. I personally don't particularly like MMKs recurring payments because the dates of the invoice are off. Instead of saying they're for the upcoming week they say they're for the week that just passed and I'd have to go into each invoice and change each one by hand after it's been paid.
So if I do the invoice weekly, the dates will be correct, but if I set it up recurring, it will be the week it's invoiced? I figured I would do it weekly just because I'm use to doing that now. I didn't put in emails because I printed out the welcome letter. I'm not sure when I'm switching to it, so I didn't want it emailed to them yet. I should be able to go in somewhere and add it tho right?
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CraftyMom 06:58 AM 02-18-2014
Originally Posted by MV:
If you entered the parents email address when you added the child then it will ask you if you want to email or print the invoice. You can do whichever you prefer or both. I create my invoices by hand for all except one client and I email them the invoices. The one other client has electronic payment which is recurring. I personally don't particularly like MMKs recurring payments because the dates of the invoice are off. Instead of saying they're for the upcoming week they say they're for the week that just passed and I'd have to go into each invoice and change each one by hand after it's been paid.
It sounds like it's the way you set it up that is making your weeks off. Mine say the week ahead. I had to initially choose dates to begin. I began them for the week ahead and selected recurring weekly on Thursdays. The parent receives the invoice on Thursday and has until the end of Friday to pay, and the dates on the invoice are for the week ahead.

It was confusing, luckily I had another daycare provider help me out
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butterfly 08:13 AM 02-18-2014
Originally Posted by CraftyMom:
It sounds like it's the way you set it up that is making your weeks off. Mine say the week ahead. I had to initially choose dates to begin. I began them for the week ahead and selected recurring weekly on Thursdays. The parent receives the invoice on Thursday and has until the end of Friday to pay, and the dates on the invoice are for the week ahead.

It was confusing, luckily I had another daycare provider help me out

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MarinaVanessa 10:20 AM 02-18-2014
Originally Posted by CraftyMom:
It sounds like it's the way you set it up that is making your weeks off. Mine say the week ahead. I had to initially choose dates to begin. I began them for the week ahead and selected recurring weekly on Thursdays. The parent receives the invoice on Thursday and has until the end of Friday to pay, and the dates on the invoice are for the week ahead.

It was confusing, luckily I had another daycare provider help me out
Hmm, maybe you can help then because when I go in to the recurring invoice screen all it asks of me is too choose whether I want the invoice to be created weekly, every other week, monthly or twice a month. I have weekly marked off then the next screen asks when the invoice is created (Thursdays) and the next day the money is automatically pulled out of their account on Fridays (my due date). The next screen is where you select which child the invoice for and how much is to be paid. The last screen is just for notes. I don't get a screen that lets me pick the dates of the invoice.

Maybe the one that says "start date"? Should I pick next weeks date 2/24/14 and pick the payment date to be 2/21/14?
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CraftyMom 10:50 AM 02-18-2014
Originally Posted by MV:

Maybe the one that says "start date"? Should I pick next weeks date 2/24/14 and pick the payment date to be 2/21/14?
If I were to set up a new recurring invoice I would do the following:

Go to electronic payment set up>recurring invoices>select parent>set up

On the next screen select weekly

Next screen is a calendar.

At the top I would select start date of 2-20-14 since my invoices are created on Thursdays. (select which day you want the invoice sent every week)

Then I click on Sunday the 23 on the calendar. The arrows will highlight the whole week. This is the week you will be paid for.

With this set up, invoice is sent Thurs Feb 20, for the week of Feb 23-March 1

My screen would look like the pic attached after selecting the start date and week of payment

Let me know if this helps
Attached: IMG_5417[1].jpg (131.7 KB) 
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MarinaVanessa 12:53 PM 02-18-2014
Originally Posted by CraftyMom:
If I were to set up a new recurring invoice I would do the following:

Go to electronic payment set up>recurring invoices>select parent>set up

On the next screen select weekly

Next screen is a calendar.

At the top I would select start date of 2-20-14 since my invoices are created on Thursdays. (select which day you want the invoice sent every week)

Then I click on Sunday the 23 on the calendar. The arrows will highlight the whole week. This is the week you will be paid for.

With this set up, invoice is sent Thurs Feb 20, for the week of Feb 23-March 1

My screen would look like the pic attached after selecting the start date and week of payment

Let me know if this helps
Ooooooooooohhhhhh. So that's what the black arrow is for .

Thanks. I fixed it.
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CraftyMom 01:40 PM 02-18-2014
Originally Posted by MV:
Ooooooooooohhhhhh. So that's what the black arrow is for .

Thanks. I fixed it.
No problem glad I could help!
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mema 07:45 AM 02-19-2014
Can you add in the emails after you have set it up? I wanted the letter printed and not emailed so I could talk with them about it before they saw it so I didn't put them in. I didn't get them handed out yesterday because I just wanted the one family outta here. I will be giving them the letters this afternoon and asking them to log on before next week so I can start it with the first payment in March.
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MarinaVanessa 08:05 AM 02-19-2014
Originally Posted by mema:
Can you add in the emails after you have set it up? I wanted the letter printed and not emailed so I could talk with them about it before they saw it so I didn't put them in. I didn't get them handed out yesterday because I just wanted the one family outta here. I will be giving them the letters this afternoon and asking them to log on before next week so I can start it with the first payment in March.
Yes, you can always add it later. Just into Child Information>select the child from the drop-down menu>click on the Parent/Guardian tab and enter the email in the box on the right side of the screen where the phone numbers go. After this you can choose to email the parent when you make invoices.

PS: You can even choose not to email them at that time or print the invoice and go back and do that later. For example, if you want to make your invoices ahead of time, let's say Monday, but you don't want to email them out until Thursday choose not to send them. Later go into Accounting>Bill Parents & Record Payments>click on the Unpaid Invoices tab>select the invoice you want to email>and click on the Email Reminders button. Click on the button that says Send Email Reminder near the bottom and you're done. HTH.
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mema 11:22 AM 02-19-2014
Originally Posted by MV:
Yes, you can always add it later. Just into Child Information>select the child from the drop-down menu>click on the Parent/Guardian tab and enter the email in the box on the right side of the screen where the phone numbers go. After this you can choose to email the parent when you make invoices.

PS: You can even choose not to email them at that time or print the invoice and go back and do that later. For example, if you want to make your invoices ahead of time, let's say Monday, but you don't want to email them out until Thursday choose not to send them. Later go into Accounting>Bill Parents & Record Payments>click on the Unpaid Invoices tab>select the invoice you want to email>and click on the Email Reminders button. Click on the button that says Send Email Reminder near the bottom and you're done. HTH.
Thanks! I'm excited to get this started and to stop having to go to the bank!!
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EntropyControlSpecialist 12:21 PM 02-19-2014
Originally Posted by CraftyMom:
It sounds like it's the way you set it up that is making your weeks off. Mine say the week ahead. I had to initially choose dates to begin. I began them for the week ahead and selected recurring weekly on Thursdays. The parent receives the invoice on Thursday and has until the end of Friday to pay, and the dates on the invoice are for the week ahead.

It was confusing, luckily I had another daycare provider help me out
Mine does, too. Mine get sent out on Thursday since it is withdrawn the following business day (M-F) after the parent pays. It is due on or before Monday morning before drop-off. Many parents have auto-pay set up and it comes out of their accounts Friday and I get it the following week.
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mema 11:46 AM 02-21-2014
Originally Posted by EntropyControlSpecialist:
Mine does, too. Mine get sent out on Thursday since it is withdrawn the following business day (M-F) after the parent pays. It is due on or before Monday morning before drop-off. Many parents have auto-pay set up and it comes out of their accounts Friday and I get it the following week.
So they need to pay it on Friday for it to be in my acct Monday? I handed out the letters for them to read and go in and set up their accts. I just want to make sure that I still get paid on Mondays.
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butterfly 12:01 PM 02-21-2014
Originally Posted by mema:
So they need to pay it on Friday for it to be in my acct Monday? I handed out the letters for them to read and go in and set up their accts. I just want to make sure that I still get paid on Mondays.
I get paid on Wednesdays when it's pulled from their account on a friday. Any time there is a holiday it's a day later too... but I just go with it to keep the parents happy.
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mema 12:26 PM 02-21-2014
Originally Posted by butterfly:
I get paid on Wednesdays when it's pulled from their account on a friday. Any time there is a holiday it's a day later too... but I just go with it to keep the parents happy.
Oye! Maybe not something I want to do then. I need to keep my days on Mondays, but I don't want them to have to "pay" the previous Wed for it. Hmm. Something to think about I guess.
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MarinaVanessa 12:33 PM 02-21-2014
Originally Posted by mema:
So they need to pay it on Friday for it to be in my acct Monday? I handed out the letters for them to read and go in and set up their accts. I just want to make sure that I still get paid on Mondays.
No, if they pay Fridays you will have the money in your account by Wednesday, sometimes Thursdays depending on your bank and when the parent pays it. Generally it takes 5 days for the money to clear and get deposited into your account.
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mema 07:21 AM 02-24-2014
Ok. Another question. If the parent has it set up to come out automatically, can they change the amount if needed? I give them some unpaid vacation days, so would they be able to go in and change it? Also, if I set up recurring invoices, can I adjust them for late fees and such? Thanks ladies. I really appreciate it. I have 2 families that are fine with it coming out of their accounts on Wed or Thurs, so I may do it. Just want to get all the kinks figured out first.
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CraftyMom 08:02 AM 02-24-2014
Originally Posted by mema:
Ok. Another question. If the parent has it set up to come out automatically, can they change the amount if needed? I give them some unpaid vacation days, so would they be able to go in and change it? Also, if I set up recurring invoices, can I adjust them for late fees and such? Thanks ladies. I really appreciate it. I have 2 families that are fine with it coming out of their accounts on Wed or Thurs, so I may do it. Just want to get all the kinks figured out first.
I don't think they can change the amount on their end. I can do it on my end.

Yes, you can add in fees and a description such as "late fee"
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Cat Herder 08:07 AM 02-24-2014
Originally Posted by mema:
I give them some unpaid vacation days.
Recurrent Invoices > click on parents name > Temporarily lower

I don't know how to add a fee to a recurrent , though. I see the "change" tab, but that is like setting it up all over again. The parent has to log in and approve it again.
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CraftyMom 08:22 AM 02-24-2014
Originally Posted by Cat Herder:
Recurrent Invoices > click on parents name > Temporarily lower

I don't know how to add a fee to a recurrent , though. I see the "change" tab, but that is like setting it up all over again. The parent has to log in and approve it again.

You're right. What you do is edit the invoice after it is created, and add fees.

I would select unpaid invoices or paid invoices > highlight then edit invoice > more fees/discounts > then select fee or discount where it says type on the left

From there you can add fees or discounts. If the invoice is already paid it will re-appear as an unpaid invoice with the balance due (late fee) or as a credit (discount)
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mema 09:08 AM 02-24-2014
Ok, well, maybe I'll try it out on my most patient parent until I get the kinks worked out. One parent definitely won't go for any "changes or redo's". I need to know exactly when they need to set up to take it out/pay it and give them step by step directions on how to set up/where to go. Thanks again!
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MarinaVanessa 10:00 AM 02-24-2014
Originally Posted by mema:
Ok, well, maybe I'll try it out on my most patient parent until I get the kinks worked out. One parent definitely won't go for any "changes or redo's". I need to know exactly when they need to set up to take it out/pay it and give them step by step directions on how to set up/where to go. Thanks again!
For the parent that doesn't like changes you can set up their recurring payments and if they incur late fees or other fees you can always just create a new invoice for them and have them pay you directly. Then you just enter the payment manually. For example, I have a client that's PT and she gets recurring payments that are on autopay. I get paid on Fridays for the following week. If she wants to add an additional day I just click on the invoice and add the fees and she pays me in cash or pays me online. If she were late to pick up it would work the same and I would add it to that week's invoice, for me penalty fee payments are always due immediately and in cash so as soon as she were to pay them I would enter them. If you add fees to an already created invoice you don't need the parent's ok to do so.

Could that work out for you?

{EDIT: I thought I'd add that if you need to change the amount owed to a recurring invoice on autopay and it hasn't been created yet if you are adding more money to it, even temporarily, it will need to be okayed by the parent and the money will not be pulled out until then. Pretty much the autopay will be suspended until the client approves the change. Actually any changes to a recurring invoice needs approval. I just changed the dates that each invoice covers and it kicked her off of autopay until she made the approval. But if you reduce their rate or give a discount, temporarily or permanently, you don't need approval.}
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MarinaVanessa 10:17 AM 02-24-2014
Also I have my own introduction letter to parents explaining the enrollment process.
Attached: RE Invoices & Child Care Pay SAMPLE.pdf (6.3 KB) 
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