Daycare Usage and Billing

Daycare usage records actual sessions and billing for hourly or fixed daycare plans.

Add daycare attendance

1. Go to Daycare > Daycare Management.
2. Open the Daycare Usage tab.
3. Select Add Daycare Attendance.
4. Choose the student if not opened from a student plan.
5. Enter date and check-in time.
6. Enter checkout time when the session ends.
7. Adjust charge hours only if needed.
8. Enter discount and notes if applicable.
9. Select Save to keep it open, or Finalize to bill it.

Finalize daycare attendance

1. Open an unfinalized usage record with checkout time.
2. Select Finalize.
3. Review billing type, calculated hours, charge hours, gross amount, discount, and final payable amount.
4. Confirm finalization.

What SmartAcademy does in the background

The backend calculates chargeable hours using check-in, checkout, grace period, and minimum hours. For fixed billing, it uses the fixed session fee. For monthly plans, regular usage does not create an extra session fee. When finalized, SmartAcademy locks the usage, creates a linked daycare fee structure and student fee assignment when needed, and can send a fee reminder.

Tips

• Finalized daycare attendance is locked and cannot be edited.
• Checkout time and a final amount greater than zero are required before finalization.
• Discounts cannot exceed the calculated amount.

Related pages

• Daycare student plans
• Collect fees