Billing & Invoicing

Billing converts eligible attendance into invoices using your organization’s policies. Availability depends on your subscription and staff permissions.

Configure a billing policy

Go to Billing → Policies and select New Policy. Give the policy a clear name, configure its rate rules, and make it active. Mark the policy used for ordinary billing as the default; schedules without an explicit policy use that default.

Review a policy before using it for a live period. Changing a policy does not serve as a correction to an invoice already generated.

Create an invoice schedule

Under Billing → Schedules, choose weekly, biweekly, or monthly frequency; set the anchor day and next run date; optionally select a policy; and enable the schedule. You can edit, delete, or trigger an authorized schedule run from this page.

Generate and finalize invoices

Under Billing → Invoices, select Generate Invoices, choose children, and set the period start and end. Generated invoices begin as Draft so staff can review the period and line items. Finalize a correct draft to change it to Open.

Invoice statuses are Draft, Open, Paid, Void, and Uncollectible. Use the invoice detail page for the actions available in its current status. Keep a documented approval process for finalization, voiding, and payment reconciliation.

Accept online payments

Go to Billing → Payment Settings to connect your organization’s Stripe account. Complete Stripe’s onboarding and resolve any requirements shown there. When connected, an eligible open invoice can provide a payment link in the guardian portal.

Disconnecting Stripe prevents new online payment flows; review open invoices and your reconciliation process first. Card processing and settlement are handled under your organization’s Stripe account.

Guardian access and exports

Guardians with billing access can view applicable invoices and follow the payment link for an open invoice. Staff can export Invoice Summary and QuickBooks Invoices reports in CSV or XLSX from Reports.

Confirm rates, periods, taxes, discounts, and accounting treatment under your own policies before finalizing invoices. Kidago’s output does not replace accounting review.