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# Guardian Portal - Viewing & Understanding an Invoice


# Guardian Portal - Viewing & Understanding an Invoice

You will receive an email from your Service with your Invoice. This is to display fees that are due according to the Services charges.
**For example:**

1. Your Service may charge in **Advance** for this week
2. Your Service may charge in **Arrears** for Prior Weeks

### Viewing the Invoice

To view an invoice from your web browser - navigate to\*\* [https://www.xap.rocks/](https://www.xap.rocks/)\*\* and add in your **Email Address** and **Password**.

||| **Statements & Invoices** are **per Centre**, if your account is linked to multiple centres, you will need to switch to each centre individually to view your account information.

Once logged into the Guardian portal to view your invoice:

1. Select the **Family Summary** screen from the left-hand menu
2. Select the **Payments & Billing** Tab
3. Select the **Invoices** from the menu screen
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_7ot1p2.png)

###### Details that are displayed:
| Term | Description |
| **Invoices Tab** | Displays each individual invoice you have received from the selected Centre. |
| **Invoice Date Ranges & Filters** | Allows you to refine your invoice date search and apply filters |
| **Bulk Download** | Allows you to select 1 or more Invoices and download them in bulk |
| **Make a Payment** | Allows you to make an online Direct Debit payment to pay your childcare fees (will only display if this has been enabled by your Centre) |
| **Download** | Allows you to view, download or share the selected invoice |
| **Issued Date** | Day and Date the Invoice was generated by the Centre |
| Inv No | Individual Invoice reference number |
| Payment Method | Displays your Families payment method e.g. Direct Debit, B-Pay |
| Inv. Amt($) | New invoice charges for **current** invoice dates |
| Due Amt($) | Full account balance owing/in credit |
| Due Date | Date the Invoice payment is due |
| Inv. Status | Status of the Invoice - Green/Paid, Orange/ Partially Paid, Red/Unpaid |
| Email Status | Status of the invoice email eg. Open |

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_16qde8g.png)

###### Once the invoice has been downloaded, it will provide you with a further breakdown of your transactions for the invoice period.

|| Note: Invoices will contain information for Booked Sessions, Fees Paid, CCS Entitlements at the point in time it was generated. If your information has changed **AFTER** the invoice was generated, this will be picked up in the next Invoice that is created. eg. Your CCS Entitlements have changed, Fee payments have now been made, or your bookings have changed.

[PDF Handout - Understanding an Invoice](https://43956247.fs1.hubspotusercontent-ap1.net/hubfs/43956247/Print%20Resources%20-%20Guardians/Understanding%20a%20Family%20Invoice.pdf)

###### Page 1 - Displays a summary of the Invoice information
| **Term** | **Description** |
| ---- |
| **Invoice Period** | Refers to the date range your fees are for. |
| **Total Due** | how you are to pay your fees. If this shows ‘Direct Debit’, the total amount due will automatically be deducted from your nominated bank account or credit card on the due date. |
| **Last Invoice** | The total amount of your previous invoice closing balance |
| **Payments/Adjustments** | Any payments which have been made within the time frame of the last invoice. This also includes adjustments to bookings or government CCS rebates |
| **Current Charges** | The total amount of the current invoice booking details, plus any debit or credit from last invoice amount balance. |
| **Total Due** | The balance remaining from last invoice minus any payments or adjustments + total amount from this invoice period = Total amount due. |
| **Payment Methods** | Will provide details on how to pay your fees and any other information provided by your service. |

 ![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_pxl0s3.png)

###### Page 2 - Displays a breakdown of the transactions included on the invoice.

| Term | Description |
| ---- |
| **Date** | Date your child/ren was or is to attend care depending on the services payment cycle. |
| **Description** | Child’s name, day/s of care and daily fee/s |
| **Session Hrs** | Total hours of the session e.g. 2.5hrs BSC |
| **Hrly Fee** | Hourly rate of the total fee charged |
| **Total Fee** | Total fee charged per day before any discounts |
| **Disc** | Any discounts applied |
| **Oth. Sub** | Any other subsidy applied |
| **CCS** | CCS rebates received for each day (please note this may be an estimation if the service charges in advance and will be **__bold & underlined__**). |
| **Gap Fees** | Total fee minus the rebates = GAP fee. This is the amount which to be paid. |
| **Other Charges** | Any other charges that have been applied e.g. Late Pickup Fees, Hat charges etc. |
| **Payment & Adjustments** | Any payments which have been made to the service via direct debit or any other source of payment and adjustments for government benefits including any adjustments to CCS rebates. These can either be a credit or a debit depending on the situation. |

| Note: If 42 absent days within a financial year, the government will not pay rebates on any further absences.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_5nqlk0.png)

###### Page 3 - Displays a breakdown of the CCS payments & Absence details

| Term | Description |
| ---- |
| **CCS paid YTD** | Indicates the total amount of CCS paid per child for this Service for the **current** financial year |
| **YTD Absences** | Indicates the total absent count for any service the child has attended for the **current** financial year |
| **Period Absences** | Indicates the total absent count for the invoice period |

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_s5f9gb.png)

| Note: If you use 42 absence days within a financial year, the government will not pay rebates on any further absences.

|| To assist you further with this process, you can view the Guardian & Carer video through the University for Guardians & Carers - [Viewing Invoices & Statements](https://embed.fleeq.io/l/x1zi8fgz5i-sz2sy3jtqi?fCourse=lzx5n4r94t-s4k7vd2dla) as well as [How to read your Invoice](https://embed.fleeq.io/l/y9l0tv1r19-1vuuny3tzt?fCourse=lzx5n4r94t-s4k7vd2dla)