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.
Uploading invoicing data to your accounting software
Tapestry and Xero Integration
Tapestry supports Xero by allowing you to export invoicing data as a Xero-compatible CSV file. Once exported, you can upload the file directly into your Xero account to manage your accounting and reporting.
Tapestry and QuickBooks Integration
Tapestry works with QuickBooks through a CSV export that is fully compatible with QuickBooks accounting software. This allows you to upload invoicing data from Tapestry into your QuickBooks account quickly and accurately.
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?
Yes they can, using Tapestry Pay! Powered by Unipass, Tapestry Pay is designed to simplify the payment process.
Relatives can pay for invoices using a variety of payment methods, including Tax-Free Childcare. Tapestry Pay automatically allocates funds to the correct invoices, and gives an overview for settings to see/withdraw their available funds, and view transactions.
Does Tapestry integrate with Xero?
Yes — Tapestry works with Xero by allowing you to export invoicing data as a Xero-compatible CSV file. This lets you quickly upload your invoice and accounting information directly into your Xero account.
To get started, follow these step-by-step guides:
Does Tapestry integrate with QuickBooks?
Yes — Tapestry supports QuickBooks through a CSV export that is fully compatible with QuickBooks accounting software. You can easily upload your invoicing data into your QuickBooks account for accounting and reporting.
Learn how to se this up:
Does Tapestry integrate with other accounting software?
Currently, Tapestry supports integrations with Xero and QuickBooks only. Both platforms are HMRC-recognised accounting software, enabling electronic tax submissions.
If you use a different accounting system and would like to see it supported in the future, please contact us at customer.service@eyfs.info, we welcome feedback on new integrations.
Can I generate and send invoices in bulk?
Yes, you can!
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.