Managing Childcare Contracts: Less Admin, Easier Payments

Managing regular bookings shouldn’t mean repeating the same work every week. Our contract booking system brings recurring sessions, monthly billing and payment plans together, helping your club save time and giving parents a clearer picture of their costs.

Set up regular childcare contract bookings

A contract books a child’s regular weekly sessions across a selected period. Choose the days, sessions and start week, and the system creates the bookings for you.

Renew childcare contracts with individual or bulk rollover

When it’s time for the next period, the Rollover button makes renewing those bookings straightforward. It carries the existing weekly pattern into the new period and applies current session prices. You can roll over an individual contract or use bulk rollover to process multiple contracts together—saving valuable time at the start of a new term.

Choose monthly billing or a childcare payment plan

Billing fits around how your club operates:

• Standard monthly billing charges for the sessions booked in each month.
• Optional payment plans spread the total contract cost evenly across the plan’s months, up to a maximum of 12 months, helping families budget more easily.

For example, a £1,200 contract spread over 12 months would be £100 per month. The final instalment may include a small rounding adjustment, and parents receive confirmation of their payment schedule.

Preview monthly contract billing before processing

The Preview Monthly Billing option lets you check a contract’s billing for a selected month before processing it. Previewing creates no account charges and sends no emails, giving you a chance to review the figures before confirming.

Send monthly invoices to parents automatically

Once automatic billing is configured, the system processes monthly contract fees on your club’s chosen billing day and emails invoices directly to parents, with a PDF attached. That means less time preparing invoices and sending individual emails, while parents receive a clear record of the amount due.

From setting up regular sessions to renewing contracts and sending monthly invoices, the application handles the routine work—giving your team more time to focus on running your club.