Invoice Layout Version 3
In response to DFE charging guidance coming into action starting January 2026, we've added an additional Invoice Layout intended to provide more transparency for parents regarding how they are charged for sessions. Version 3 is designed to work for most settings, so it is suitable for both Actual and Equally Spread invoice types.
In addition to cosmetic invoice customisation, Version 3 allows you to toggle which fields you'd like to appear in the invoice. These fields differ depending on the invoice type. Let's go through each one individually.
When you switch versions, any existing invoices will need to be regenerated for the new format and calculations to apply.
Equally Spread Invoices
Chargeable Hours Quantity: How many hours the parent is being charged for that month.
Chargeable Hours Amount: How much the parent has to pay for sessions that month, as seen in the Amount (£) column.
Monthly Funded Hours Quantity: How many hours of funding the child has had that month.
Monthly Funded Hours Amount: How much the parent has to pay for their funded hours, as seen in the Amount (£) column. This should always be zero.
Sample Week Calculations
To calculate Equally Spread invoices, a sample week is taken from the child's schedule for the month being invoiced. The sample week's total chargeable amount is multiplied by the Invoice Calculation Factor to find the cost for the whole month. Parents should pay the same session rates every month of the year, but total monthly amounts can still differ depending on products/services. There is also a Funding Calculation Factor that can be used to determine funding reduction for each month.
All the following fields relate to these calculations, and how they are displayed on invoices.
Sample Week for Invoice Calculation: Which week is being used as the sample week.
Sample Week Charged Hours: How many hours the parent is being charged for that week.
Sample Week Funded Hours: How many hours of funding the child has for that week.
Sample Week Booking Schedule: A breakdown of the session type, duration, hours, and chargeable amount across the sample week.
Session Price: Enabling this option will include individual session prices within the Sample Week Booking Schedule breakdown.
Sample Week Product/Service: Details of the products and services being charged for the sample week. The product/services amount is included in the total Amount (£) for that week's sessions.
Product/Service Amount: Enabling this option will include individual product/service prices within the Sample Week Product/Service breakdown.
Invoice Calculation Factor: (Number of Weeks the Nursery is Open in a Year)/(Number of Months the Nursery is Open in a Year), or 52/12 by default. This value is multiplied by the sample week's session Amount (£) to determine the average monthly cost for the whole year.
Funding Calculation Factor: If the Funding Calculation on the child's Funding Settings is set to 'As per weekly funding hours', the funding reduction will be calculated using the Funding Calculation Factor. This is (Number of Funded Weeks in a Year)/(Number of Months the Nursery is Open in a Year), or 52/12 by default, multiplied by the sample week's funded hours.
Actual Invoices
Attended Hours: The total number of hours the child has attended at the nursery that week. This is based on their scheduled sessions.
Funded Hours: How many of their attended hours are funded.
Chargeable Hours: How many hours the parent will be charged for. This is calculated by subtracting the funded hours from the total attended hours.
Chargeable Hours Amount: How much the parent has pay for sessions that week, as shown in the Amount (£) field.
Product/Service Amount: How much the parent has to pay for a product/service, as shown in the Amount (£) field.
The Unit Price field, which displays the hourly rate for sessions, will only be shown on the invoice if the child's funding is set to As per sessions.
Changes to Actual Invoices in Version 3
For Equally Spread invoices, there is no meaningful difference between Version 2 and Version 3. However, several changes have been made to the presentation of Actual Invoices from Version 1 to Version 3:
- In Version 1, some Funding Allocation settings would result in Funding Hours being shown as a line item. In Version 3, Funding Hours are always presented in a separate column.
- Version 1 has a Qty/Total Hrs column, which displays the number of individual sessions throughout the week (e.g. if the child attends 5 sessions a week, the Qty will be 5). In Version 3, this is replaced with the Qty/Attended Hours column, which displays how many hours the child has actually spent at the nursery (e.g. if the child attends 8 hours/day for 5 days, the Qty will be 40).
- In Version 1, the Unit Price is presented as a daily charge, whereas in Version 3 it is hourly.
- In Version 3, the Unit Price column is not displayed unless Funding Allocation is set to As per sessions. This is to prevent confusion with the way funding reduction is calculated.
Related Articles
Invoice settings for a nursery branch
You’re able to edit how invoices function on the system through Invoice Settings. The Invoice Settings you assign for a nursery branch are the default for any children added to that branch. Unlike individual invoice settings, branch invoice settings ...Invoice settings for an individual
By default, invoice settings for individual children draw from the invoice settings for the nursery. If necessary, you can make changes to a single child’s settings through their profile. Click on Children in the sidebar. Click on a child’s name to ...Global settings vs. system settings
If you have access to both Global Settings and System Settings, you may notice that a lot of options appear in both. For example, you can create tags, edit email templates, customise events and documents and more, in both Global Settings and System ...Customising funding settings
You can use funding settings to determine how child funding works in relation to session scheduling and term times. In the top right, go to > System Settings. Click on Terms/Funding on the left. Click on Funding Settings in the top right to open a ...Notification settings on eymanage
On eymanage, your Notification Settings determine which user roles will receive notifications from the system when certain actions are performed. For example, when a parent has returned a form, or when the nursery has received a payment. Editing ...