Accounting & Invoicing Package User Manual

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The Kinderly Accounting and Invoicing Package is fully integrated into the existing Kinderly website.

This allows child-carers and settings to easily track expenditure & income, and to create and send invoices directly to parents. Invoices are created using the existing parent and child information, saving time and improving efficiency.

The Accounting package at a glance provides all the information required for annual tax returns.
 

Accessing the Accounting and Invoicing Package

From the Kinderly Admin Dashboard, click the ‘Accounting’ option in the left-hand menu.

You can view entries by changing the month and/or year, or by a range of dates.
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Expenses

Adding an expense?

Click on ‘+ Add new item’ and enter details as required.

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If the expense is child related, tick the box ‘Expense is related to a child’ and select the group and the relevant child from the dropdown boxes.

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Once done, click ‘Add’. This will save the expense and add the entry to the bar graph and the itemised table.

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To edit an entry, simply click the pencil, make your changes and click save.

To delete an entry, click the cross and then yes on the pop-up.

Note – Expenses can also be added via the Report tab, under the appropriate type.
 
Adding Utility Bills

When adding an Expense, choose Utility in ‘Type’ and the relevant ‘Tag’. Enter details as required.

Tick ‘My setting is home-based’ you will see the option to add how many hours a week you have worked in the month. If this varies by week, add up all the hours that month and divide by 4.

The Allowable Expense is then added to your total expenses and deducted from your sales.

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Invoicing

To create an invoice, you must first add your rates and bank details in ‘Settings’.

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Adding a Rate

From Rates click the ‘+’ button and enter an amount.

For the ‘Rate type’, you can either choose one from the dropdown menu or add a custom rate by typing directly into the ‘Rate type’ box. Once finished click ‘Add’.

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Details

Edit or Add your settings details in this section, such as address, VAT number and bank details.

In ‘Other settings’, you can set other options, as below;

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Once finished click ‘Save’.

Note – These details can be changed as and when needed.

 
Creating an Invoice

Select ‘Invoice’. Select the child the invoice is related to.
Once a child has been selected, the parents’ details will appear. Please ensure that there is a green tick next to verified and validated, otherwise the parent will not receive this invoice.

 
If the parent has not been entered you will see ‘There are no parents/guardians for ……’ under ‘To’.

The due date is set according to your Settings. However, you can change the due date here as well.

 
Related expenses.

Any expenses for the child in that month will appear, as a reminder to add to the invoice.

Note: Related expenses is for viewing only and cannot be edited here. You must return to the Expenses tab to edit an expense.

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Enter the invoice details as required. Click on the + button to add another row to the invoice.

Once finished click ‘Save’.

 

If you make any changes, click ‘Update’.

Click ‘View PDF’ to view the invoice or to print.

Click ‘Send’ to email the invoice to parents.

PDF View

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Editing an Invoice

Invoices are listed in Summary and can be edited much like Expenses.

Search for invoices by typing the child’s name in the search bar, or filter invoices by clicking the dropdown menu and selecting an option.

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Click the paper icon to view the PDF of the invoice.

Click the pencil icon to edit the invoice.

Click the 3 dots to change the status of an invoice.

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Note: Once an invoice is marked as paid you can no longer edit it.
 

How do I add an expense related to a staff member?

Report > Staffing. Click the + button to add a new expense. Fill in the details in the pop-up. Tick the box next to expense is related to a member of staff. Select a staff member from the drop down menu or type in the box to search for a staff member.

How can I view and edit my expenses?

Use the dates at the top of the page to set the time period you wish to view.

Click on Expenses. Here you can see a graph of expenses for the selected dates. You can search for a particular item by typing in the search bar.

Below the graph there is a list of items that are counted as expenses for that period. Click on the pencil icon to edit an icon. Click on X to delete an item.

Change the date at the top of the page to view previous expenses or to change the viewing period. Click the drop-down menus to change the month or year. Or type in a date to change the date period. The graph of expenses will change according to the items entered during that time period.

Income

How do I add items to my income?

Click on Income. Here you can view a graph of income in the selected time period. Items are also listed under the graph.

Once an invoice is marked as paid it will appear automatically in the Income section.

To add a new item, click on the ‘+ Add new item’ button below the chart.

In the pop-up, select the downwards arrow and click on an income type. Type in the date and amount. Select a group which this payment is for and select the child that this payment is for. Click Add to add the payment. The payment will then show on the graph and in the list of items below the graph.

How do I view and edit items in my income?

Use the dates at the top of the page to set the time period you wish to view.

Click on Income. Here you can see a graph of income for the selected dates. You can search for a particular item by typing in the search bar.

Below the graph there is a list of items that are counted as income for that period. Click on the pencil icon to edit an icon. Click on X to delete an item. Click on the paper icon to view the PDF.

Change the date at the top of the page to view previous income or to change the viewing period. Click the drop-down menus to change the month or year. Or type in a date to change the date period. The graph of income will change according to the items entered during that time period.

Report

What is the report?

The accounting report allows you to quickly and easily see a summary of your expenses, income and profits for a set period of time. The report helps you to calculate your allowable expenses and your costs on an hourly and weekly basis.

How does the report work?

Use the dates at the top of the page to set the time period you wish to view. Any expenses or income items that have been added within these dates are automatically added into the report.

Report > Annual.

After clicking on an expense type, such as annual, you can view the amount spent on each area. Click on a certain area to see a more detailed view.

Click on the + button to add another expense.

Total costs are show at the bottom of the table.

The staffing and monthly sections are similar. Report > Staffing contains expenses such as training costs, DBS checks and wages. Report > Monthly contains expenses such as resources and toys, food and drink, nappies and printer ink.

Report > Utilities. In utilities there is also a table similar to other expense types, containing expenses such as gas and electricity.

In addition, there is another table to help calculate allowable expenses which can be claimed back from HMRC. Click on the box and select from the drop-down menu the number of hours worked per week. This will automatically calculate the total allowable expenses for that period.

Report > Travel. Shows detailed travel expenses.

Report > Summary. The summary can be used to view the total expenses, total income and profit.

What is the cost calculator?

Report > Cost calculator.

This is a tool to help you calculate the average cost per hour and per day for your setting.

  1. Type the number of hours per day your setting is open.
  2. Tick the days of the week that the setting is open.

The average cost per hour and per day will then be calculated based on your total expenses and hours worked.

Invoices

How do I set or change my details for the invoice?

Click on Settings > Details to edit the details that automatically appear on your invoice. Here you can change the company name, address, VAT number, bank details and the default number of days before an invoice is due. Click the Save button at the bottom of the page.

How do I set up rates that show on my invoices?

Click on Settings > Rates to set specific rates to add to your invoice.

Click on the blue + button to add a new rate. In the pop-up that appears, type in a rate amount. The rate type can be selected from the drop-down menu by clicking on the down arrow at the side of the box. A custom rate type can be added by clicking in the box and typing. Click Add to add the rate.

Click on the + button to add another rate. A rate can be edited by clicking the pencil icon. A rate can be deleted by clicking the X button.

How do I create a new invoice?

Click on Invoice > Create to create a new invoice.

Click on the downwards arrow and click on a child’s name to select a child. Click in the box and type to search for a child.

Once a child has been selected, the parents details will automatically be filled under To. Please ensure that there is a green tick next to verified and validated.

The due date is automatically filled from the default entered under Settings. Click and type in the box under Days from now if you wish to change the due date.

Under Items on invoice, type a description for the item. Click on the downwards arrow to select a rate and type a quantity for the item. The invoice amount will automatically show below.

Click on the + button to add another item to the invoice.

Click Save to save the invoice. After the invoice has been saved, you can continue editing the invoice and click Update to save any changes.

Click View PDF to view the invoice in a PDF form to see what the parents will receive and to check the output.

Click Send to email the invoice to parents.

What are related expenses?

Click on Expenses to add new expenses related to a child. When a new invoice is created and a child is selected, related expenses are automatically added to the create invoice page.

Change the date at the top of the page to view previous expenses on the invoices or to change the viewing period. Click the drop-down menus to change the month or year. Or type in a date to change the date period.

The expenses do not show on the final PDF version of the invoice and are displayed only to help calculate items on the invoice and see if any extra items need to be added.

Bear in mind that you will have to add another rate if you want to add an extra item.

How do I view and edit my invoices?

Click on Invoice > Summary to view a list of invoices you have created. You can search for invoices by typing in the search bar. Click on All to display a drop-down menu, here you can filter which invoices are displayed by whether they are Draft, Sent, Disputed, Paid or Overdue.

Any currently open invoices are displayed above the search bar and the invoice name can be clicked on to go to the invoice.

Click on the paper icon to view the PDF invoice. Click on the pencil icon to edit the invoice. Click on the 3 dots to email the invoice to parents, mark as disputed, mark as paid or delete the invoice.

How do I mark an invoice as paid and add it to my income?

Click on Invoice > Summary and search for your invoice. Click on the 3 dots and click mark as paid. Once the invoice has been marked as paid, this will automatically be added to the income section.

How do I delete an invoice?

Click on Invoice > Summary and search for your invoice. Click on the 3 dots and click delete.

How do I mark an invoice as disputed?

Click on Invoice > Summary and search for your invoice. Click on the 3 dots and click mark as dispute