Articles on: Payment & Billing

How To Read a Family's Invoice

Note: Invoices will contain information for Booked Sessions, Fees Paid, CCS Entitlements at the point in time it was generated. 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.

PDF Handout - Understanding an Invoice

Viewing a Family Invoice

Family Invoices can be viewed and downloaded by the Service either via:

Family Summary > Payments & Billing screen and Invoice Tab
or via the Payments & Billing Screen > Invoices Tab

Page 1 - Displays a summary of the Invoice information

Term	Description
Invoice Period	Refers to the date range the fees are for.
Total Due	Indicates how a family can pay their fees. If this shows ‘Direct Debit’, the total amount due will automatically be deducted from their nominated bank account or credit card on the due date.
Last Invoice	The total amount of the 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 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	Provides details on how to pay the fees and any other information provided by the service.

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

Term	Description
Date	Date the 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.

For more information, please browse our support documents or alternatively contact our support team 1300 543 792 or support@xap.com.au.

Updated on: 07/04/2026

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