Tools to support your invoicing process
Flexible software built for you
Use Tapestry Invoicing to generate and send invoices to parents and carers, record their payments, and keep track of their account balances.
You can choose to invoice relatives as you go based on their actual charges, or use a fixed or annualised monthly fee.
Just getting started?
Booking
Tapestry’s Booking feature is what feeds into Invoicing and Registers. You’ll need to set things up on the booking side before you can generate your first invoice; head over to our Booking page to start your management journey!
The Config Menu
This is where the magic happens behind-the-scenes. Add your session prices, extra charges, funding types and discounts via the Config menu, then apply them to children’s dashboards and schedules.
You can configure your invoices here too, to make sure they include the information you need relatives to see.
Smooth invoicing for families
You can assign Bill Payers from a child’s list of relatives, allowing you to send invoices directly to them. Parents can also view their invoices and account balance within the Tapestry app.
If needed, you can add a billing address to a relative’s profile too.
Choose how you invoice
When you come to invoice a child there are three options for how the invoices will be calculated (Invoice Calculations). The default is ‘Actual charges’, so the invoice will be based on the actual sessions and extra charges within the invoiced period, or you can choose to invoice based on either a fixed monthly fee or an annualised monthly fee.
Add and track payments
You can record payments made and track them using Account Balances.
Let Tapestry allocate funds automatically, or choose which invoice each payment applies to. See all balances at a glance, or filter by credit status and room.
Common questions
Am I able to chase payments using Tapestry?
Yes!
Tapestry gives you the ability to send individual or bulk payment reminders which will go to the Bill Payer’s email inbox. To find out how to do this, have a read of this tutorial.
Can parents make payments through Tapestry?
Not yet, but we are working on it!
You can however record the payments you have received in Tapestry, via our ‘Add Payment’ modal. You can tell Tapestry how much money was received and when, as well as the method of payment. Then you can allocate it to an invoice, and Tapestry will automatically update that child’s account balance.
You can even include reference notes, as well as send receipts back to relatives!
Does Tapestry integrate with any financial software?
Not at this stage, but it is something we are looking into.
In the meantime, we have added some exports and reports to assist you with collating your data. Scroll further down this page to find more information on these.
Can I generate and send invoices in bulk?
Yes, you can!Â
To generate your invoices in bulk, you’ll need to head to the Management System in Tapestry, then go to Finance > Invoices. From there, just follow the steps in this tutorial.
When you’re ready to send them, go to the ‘Unsent Invoices’ tab in the Invoices section and follow the steps in this tutorial.
Our team prioritises additions to Tapestry based on the volume of requests a particular feature receives.
If you’d like to put in your own request for a feature, and be added to the contact list for when it goes live, please email us at customer.service@eyfs.info.
Access Key Data
Invoice PDF/CSV Export
These exports allow you to generate PDFs or a CSV file of all your invoices that fall within the date range of your choice. You can generate this report for a specific child, for all children within a room, or for all children.
Invoice Overview Report
This report summarises your current invoice data allowing you to see what has been invoiced and what has been paid/unpaid. You can choose a custom date range and export the table as a CSV.
Next Steps
Registers
Ready to start recording attendance at your setting? Take a look at Tapestry’s Registers feature to find out how.