Articles on: Configure Settings

Managing Invoice Settings

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

The Invoicing settings:

Create an Invoice for the selected period for the Bookings of the child required for payment.
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.

Select the Settings menu from the left toolbar
Within the Settings screen select the Payment & Billing Profile option

Select the 3 dot menu to the right of the Service
Select Edit

The Payments & Billing Profile screen will display as below.

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.

Select the Advance button
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.
Select the Week Offset

Current Week - will charge the attendances and create an invoice including the week you are currently inNext Week - will charge the attendances and create an invoice from Monday of the following week you are currently in

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

Select the number of days in advance the Invoice will be created for - 7, 14, 21 or 28 days

Set the Default Transaction Day

The Service can choose to enable days for Guardians to select from, or you can specify the day.

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.

Select the Arrears button
Select the Invoice Day
Select the Invoice Frequency - Weekly, Fortnightly or 4 Weekly
Set the Default Transaction Day
Select Save to save the settings

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.

Updated on: 16/02/2026

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