Custom software for contracts, invoices and hours statements in childcare
Appfront builds software for the back office of childcare organisations: contracts per child with hours and hourly rate, invoices to parents, and the statement of hours that parents need for their childcare benefit, all of which tie together. Discrepancies surface before the invoice goes out, annual statements are produced for all parents at once, and any correction is traceable. We describe recording hours per child on the app page.
What is contract, invoice and hours statement software for childcare?
Parents receiving childcare benefit need information from their childcare organisation about the hours and the cost of care. The organisation records contracts with hours and hourly rate, invoices parents, and issues a statement per month and per year. These three must align: what is in the contract, what is invoiced and what is reported. If they do not, it can affect parents' benefit.
In many organisations, contracts sit in one system, invoices in the accounts package, and the statement is produced separately. A contract change halfway through the month does not reach the invoice. An extra day of care is invoiced but not reported. At year end, hundreds of annual statements are produced, and a parent calls because their statement does not match their invoices. A correction for last year is then hard to explain.
We build custom software because every organisation is different: which care types and packages you offer, how contracts and rates are structured, how extra attendance works, which app and parent portal you use, and which accounting system. What the childcare allowance rules require of you as an organisation and of parents is something you agree with your adviser; the software ensures that contracts, invoices and statements all come from the same data.
Everything lines up
Contracts, invoices and statements from the same data, with discrepancies flagged before the invoice is sent.
Annual statements in one go
Annual statements for all parents at once, checked against the year's invoices.
Traceable corrections
A correction with reason and history, including for previous years, so parents and auditors can follow it.
How we build your software for contracts, invoices and hours statements in childcare
We start with your administration: which care types and contracts you have, how invoicing works now, how hours are reported today, and where discrepancies arise.
Your care types, contracts, rates, invoicing, statements and systems.
Contracts with amendments and start dates, and invoices based on contracts and extra attendance.
Monthly and annual statements from the same data, and checks for discrepancies.
Corrections with history, staffing per location, integrations, and then management.
What software for contracts, invoices and hours statements in childcare actually does
The components below come up in almost every childcare organisation. Which ones you need depends on your care provision.
Contracts
Contracts per child with hours, hourly rate and amendments.
Invoices
Invoices based on contracts and extra attendance.
Statements
Monthly and annual statements from the same data.
Differences
Contract, invoice and statement side by side.
Corrections
Corrections with reason and history across years.
Occupancy
Actual attendance against contracted hours per location.
Who we build software for contracts, invoices and hours statements in childcare for
The software is intended for organisations where contracts, invoices and statements sit in different systems.
Daycare
Many contracts with amendments. Alignment is the core.
Out-of-school care
Holiday weeks and extra days. Extra attendance matters most.
Childminder agencies
Many childminders and parents. Annual statements are what is needed.
Organisations with multiple locations
Several locations and rates. Occupancy per location is the core.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
This page is about connecting contracts, invoices and returns in the office. To record hours per child, see our page on an app for childcare benefit hours; for staffing, see our page on BKR calculation and staffing; and for invoices, see our page on debtor management. You can read about our way of working under software development.
Why choose Appfront for your software for contracts, invoices and hours statements in childcare?
An annual statement that doesn't match the invoices worries parents about the allowance and generates calls to your office. We build around that: contracts, invoices and statements from the same data, discrepancies spotted in advance, and corrections that can be traced.
Fewer questions from parents
Invoices and statements tell the same story.
Annual statements without worry
All parents at once, checked.
Corrections tracked
With reason and history.
Security and privacy in software for contracts, invoices and hours statements in childcare
The software holds data about children, parents, contracts and invoices: personal data that must be handled with care. Access is set up by role, a parent sees only their own data, and every change is logged.
The software runs in a European data centre, with encrypted storage, daily back-ups and sign-in with a second factor.
Frequently asked questions about software for contracts, invoices and hours statements in childcare
Questions childcare organisations ask before getting started.
She records contracts per child, issues invoices based on the contract and any additional attendance, produces monthly and annual statements from the same data, flags discrepancies between contract, invoice and statement, and keeps corrections with a full history.
The app records hours per child, processes requests and shows parents their statement. This software is for the office: contracts, invoices, reconciliation and annual statements for all parents. They work together using the same hours.
The childcare benefit rules determine which information parents need and what you as an organisation must supply. Your own obligations are something to confirm with your adviser, and parents can turn to the Dutch Benefits Agency (Dienst Toeslagen) for their benefit. The software ensures the information you supply matches the contract and invoice.
For each child and each month, the contract, invoice and statement are compared side by side. Any difference in hours or amount is held for review before the invoice or statement is sent.
Yes. Annual statements are generated for all parents at the same time, checked against the year's invoices, and made available in the parent portal or sent by email.
A correction is recorded with its reason, date and the person who made it. The original and the corrected statement both remain visible, so a parent or an auditor can follow what has changed.
Check that first. Many childcare packages handle contracts, invoices and statements, and that is enough if they link up properly. Custom development makes sense if these parts sit in different systems, or if corrections and discrepancies currently require a lot of manual work.
Contract, invoice and statement that match up?
Tell us how many contracts you have, which systems you use for contracts, invoices and statements, and where discrepancies currently arise. We'll show you what the reconciliation, annual statements and corrections would look like.