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# Managing Invoice Settings

# Managing Invoice Settings

Within the Xap program you can manage your Invoice settings for the charging of your Families Accounts.

The Invoicing settings:
1. Create an Invoice for the selected period for the Bookings of the child required for payment.
2. Creates the Invoice for the selected period AND creates the Direct Debit payment to pay for the invoice period.

### Creating Invoice Settings
To create or manage your Invoice Settings.
1. Select the **Settings** menu from the left toolbar
2. Within the Settings screen select the **Payment & Billing Profile** option

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1dbq1di.png)
3. Select the** 3 dot menu** to the right of the Service
4. Select **Edit**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_9y2cp.png)

The Payments & Billing Profile screen will display as below.


![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_j1ydke.png)

### Charging in Advance

If your Service is charging in Advance eg. Current week there are a few different options you can select from, to configure these options.

1. Select the **Advance** button
2. Select the **Invoice Day** - This is the day the Invoices will be generated and emailed to your Families, if they are paying by Direct Debit it will also create the receipts to pay for the Invoice period.
3. Select the **Week Offset**
|| **Current Week** - will charge the attendances and create an invoice including the week you are currently in
|| **Next Week** - will charge the attendances and create an invoice from Monday of the following week you are currently in

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1qkexpl.png)

4. Select the **frequency** of your Invoices being created - option of Weekly, Fortnightly or 4 Weekly

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1j2zyb5.png)
5. Select the **number of days in advance** the Invoice will be created for - 7, 14, 21 or 28 days

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1yxngvq.png)
6. Set the **Default Transaction Day**
| The Service can choose to enable days for Guardians to select from, or you can specify the day.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1bzbhrk.png)


7. Select** Save** to save the settings

###### Scenario 1
The Service is charging **Weekly** on a **Tuesday** for the current week only eg. 24/2/26 up to 1/3/26 payment is due by Thursday 26/2/26.
* Invoice Day- Tuesday
* Week Offset - Current Week
* Invoice Frequency - Weekly
* Number of Days in Advance - 7 Days
* Default Transaction Day - Thursday

###### Scenario 2
The Service is charging **Weekly** on a **Tuesday** for the current week + 1 extra week in advance eg. 24/2/26 up to 8/3/26, payment is due by Thursday 26/2/26.
* Invoice Day- Tuesday
* Week Offset - Current Week
* Invoice Frequency - Weekly
* Number of Days in Advance - 14 Days
* Default Transaction Day - Thursday

###### Scenario 3
The Service is charging **Weekly** on a **Tuesday** for the following week advance eg. 2/3/26 up to 8/3/26, payment is due by Thursday 5/3/26.
* Invoice Day- Tuesday
* Week Offset - Next Week
* Invoice Frequency - Weekly
* Number of Days in Advance - 14 Days
* Default Transaction Day - Thursday

###### Scenario 4
The Service is charging **Fortnightly** on a **Tuesday** for the current week + 1 extra week in advance eg. 24/2/26 up to 8/3/26, payment is due by Thursday 26/2/26.
* Invoice Day- Tuesday
* Week Offset - Current Week
* Invoice Frequency - Fortnightly
* Number of Days in Advance - 14 Days
* Default Transaction Day - Thursday
Next Invoice will be created on the 10/3/26 for the week of the 2/3/26 up to 15/3/26

###### Scenario 5
The Service is charging **Fortnightly** on a **Tuesday** for the current week + 2 extra weeks in advance eg. 24/2/26 up to 15/3/6, payment is due by Thursday 26/2/26.
* Invoice Day- Tuesday
* Week Offset - Current Week
* Invoice Frequency - Fortnightly
* Number of Days in Advance - 21 Days
* Default Transaction Day - Thursday
Next Invoice will be created on the 10/3/26 for the week of the 2/3/26 up to 29/3/26.

### Charging in Arrears

If your Service is charging in Arrears eg. Balance for the Sunday prior to the current week there are a few different options you can select from, to configure these options.

1. Select the **Arrears** button
2. Select the **Invoice Day**
3. Select the **Invoice Frequency** - Weekly, Fortnightly or 4 Weekly
4. Set the **Default Transaction Day**
5. Select **Save** to save the settings

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1m86sl5.png)

###### Scenario 1
The Service is charging **Weekly** on a **Tuesday** for the past week only eg. 16/2/26 up to 22/2/26, payment is due by Thursday 26/2/26
* Invoice Day- Tuesday
* Invoice Frequency - Weekly
* Default Transaction Day - Thursday
Next Invoice will be created on the 3/3/26 for the week ending 1/3/26 Invoice due 5/3/26

###### Scenario 2
The Service is charging **Fortnightly** on a **Tuesday** for the past 2 weeks eg. 9/2/26 up to 22/2/26, payment is due by Thursday 26/6/26.
* Invoice Day- Tuesday
* Invoice Frequency - Fortnightly
* Default Transaction Day - Thursday
Next Invoice will be created on the 17/3/26 for the week ending 15/3/26 Invoice due 19/3/26 payment is due 19/3/26.


### Allow Non-standard billing terms

By selecting **Non-standard billing terms**, this will allow selected families to have payments differing to the service standard.

| You can only go **up** from your service standard invoicing cycle: e.g. If you have Fortnightly as your Service standard, you are unable to set a Family to Weekly.
| Service invoice Frequency | Non-standard option |
| ---- |
| Weekly | Fortnightly, 3 Weekly, 4 Weekly |
| Fortnightly | 4 Weekly |

For example:
* Service invoices weekly
* Payment Frequency of Fortnightly has been selected as an option
* All Families will receive an invoice **weekly**
* The families set to fortnightly will receive the invoice weekly but only have a payment every **2 weeks**.

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