Articles on: Portal for Guardians & Carers & Xap Smile App

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:

Your Service may charge in Advance for this week
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/ 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:

Select the Family Summary screen from the left-hand menu
Select the Payments & Billing Tab
Select the Invoices from the menu screen

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

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.

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.

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.

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

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 as well as How to read your Invoice

Updated on: 22/09/2025

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