Families: Payments And Billing Overview

The payments and billing section within the Families module, allows you to view:

Statements
Invoices
Bonds
Payments
Payment account(s)
CCS Entitlements

Viewing the Family Summary

You can view the family summary either via:

Global Search or
Families screen

Sections on the Payment & Billing screen

Section	Heading	Description
1	Aged Debt	Displays the current balance, and aged debt information
2	Statement	View the statement information for the selected date range.
2	Invoices	View the Invoices that have been generated for the services set frequencies and charging periods, displays Paid, Unpaid and Partially paid statuses
2	Bond	View any Bond amounts that may have been added for the selected family
2	Payments	Displays all payments for the payment account including successful and declined.
3	Payment Account(s)	Payment account details including payment details (encrypted) frequencies, limits and DDR's for Direct Debit families.
4	Entitlement	CCS entitlement details per child for the selected payment account.

Statement

The Family Statements are fluid and may change to show the current information for the family.

These changes can include:

Changes to CCSS% or CCS hrs.
Changes to Bookings - Adding or Removing of days
Changes to Fees e.g. Discounts being applied/removed
Declined/Successful payments

For a full breakdown of a statement see: Understanding a Families statement

Invoice

The Family invoices are a locked point in time based on the services billing settings.

If any information has changed AFTER the invoice was generated, this will be picked up in the next Invoice that is created. e.g. CCS Entitlements have changed, Fee payments have now been made, or the bookings have changed.

Invoices include:

Balance to be paid
Booked Sessions/New charges
Fees Paid
Adjustments to a prior invoice period
CCS Entitlements at the point in time it was generated.
Direct Debit details

For a full breakdown of an invoice see: Understanding a Families Invoice

Bond

The bonds tab in xap allows you to view or add credits.

The amount can be held for the duration of care to help offset any outstanding debts that may arise. Alternatively, if no debt is incurred, the full bond amount can be refunded to the family once care has ceased.

Payments

The Payments tab on the Family Summary page allows you to view all unsuccessful payment attempts (successful payments coming soon) for a family in one convenient screen.

This provides clear visibility of failed transactions, helping you easily track payment activity and follow up on outstanding amounts efficiently.

For a full breakdown of an invoice see: Viewing a Families Payment History

Payment account(s)

The Payment Account section on the Family Summary page allows you to view and manage a family’s payment details in one place.

This includes:

Direct debit information or payment option eg. B-Pay or Direct to Centre
Payment frequency,
Any configured gap or “gap up to” amounts (limits)
DDR forms

To assist you further with understanding the Families payment account see: Adding Family DD Details

Entitlement

The Entitlements screen within the Family Summary provides a clear, per-child breakdown of CCS (Child Care Subsidy) entitlements. From this view, you can see each child’s CCS percentage, approved hours, and absence count, helping you accurately understand and manage subsidy usage and availability.

To assist you further with understanding CCS Entitlements see: CCS Entitlements Report

For more information, please browse through our support documents or alternatively contact our support team.

Updated on: 25/05/2026

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