Create or Edit a Billing Formula

Billing Formulas require the Attendance Tracker module. Formulas allow fees to be based on a child’s actual attendance or their schedule. Formulas are assigned to the Billing Box of each child.

Use Billing Formulas when charges vary based on attendance for things like hourly rates, overtime and late pick ups. Some child-centered businesses use just Billing Cycles or Billing Formulas while others use both.

Getting There

1. From the Procare Home screen click Configuration > System.
2. Go to Accounting Management > Family Accounting > dbl-click Billing Formulas.

Set up Billing Formulas

Standard formulas are included to accommodate typical situations like hourly rates, half day / full day, before & after school, overtime, extra days, late pick up and so forth.

Let Procare Support help determine which formulas are most appropriate for your situation. Custom Formulas may be created for a fee.

Edit an existing formula:

a. Dbl-click the formula name like “Hourly / Daily (attendance)”.

b. At the Formula Builder screen make any necessary changes, like changing the hourly rate.

c. Click Save > Exit to return to the list of Billing Formulas then click Exit again.

Create a New Formula:

Decide which of the existing formulas is closest to the new formula you wish to create. This will be used as a starting point for your new formula.

a. Click once on an existing formula to select it. This will be the “template” for your new formula.

b. Click New Formula. Answer Yes to use the selected formula as a template.

c. Give the formula a Name like “Infants – Hourly” and a Description like “Charge hourly based on attendance” then click Save.

d. The Exposure screen will automatically appear. Choose which locations have access to this formula and click Save > Exit. You’ll return to the Billing Formulas screen.

e. Dbl-click the name of your new formula to edit it.

f. At the Formula Builder screen make any necessary changes, like changing the hourly rate.

g. Click Save > Exit to return to the list of Billing Formulas, then click Exit again.