pickles37 Posted July 12, 2016 Share Posted July 12, 2016 Hi all, I am overhauling our admin structure and would like to find out how other settings run their office and admin side. Do you use excel for attendance and invoicing parents or do you use a program? We are a committee run charity - do any others use online banking or allow parents the opportunity to pay online - if so how???? Thank you Quote Link to comment Share on other sites More sharing options...
Rafa Posted July 12, 2016 Share Posted July 12, 2016 Very old school me - paper registers and invoices! New school (?) though for banking - I am online!!! Parents can, if they wish pay by BACs transfer - they just have account number and sort code and voila! it arrives in our account.....hopefully. 1 Quote Link to comment Share on other sites More sharing options...
zigzag Posted July 12, 2016 Share Posted July 12, 2016 I email invoices and also give a written copy to parents. They are able to pay by BACS if they wish. We have paper registers also. We do not have any fancy admin software, just me and I am very basic!! Quote Link to comment Share on other sites More sharing options...
Lyanne Posted July 12, 2016 Share Posted July 12, 2016 We do online banking and allow parents to pay cash, cheque or online - we've had parents stand in the lobby, whip a mobile phone out and do the transaction there & then. Quote Link to comment Share on other sites More sharing options...
Stargrower Posted July 13, 2016 Share Posted July 13, 2016 I use Instant Nursery Manager - have a look, it's not expensive! Also online banking. Quote Link to comment Share on other sites More sharing options...
Miacat3 Posted July 13, 2016 Share Posted July 13, 2016 We do online banking and invoices are created by Freeagent and emailed to parents. We will accept cash payments up to £40.00 but no cheques. Registers are created on computer using excel Quote Link to comment Share on other sites More sharing options...
Guest Posted July 14, 2016 Share Posted July 14, 2016 We use a system for producing invoices, but I email the invoices to parents and they are able to pay online and I pay most of our bills online too. We have a paper register, but we are introducing a tracking of attendance from those sheets onto excel. Quote Link to comment Share on other sites More sharing options...
MarshaD Posted July 15, 2016 Share Posted July 15, 2016 We have paper registers. I email the invoices, unless I know there is no pc in the house. Most payments are either transferred or cash. I have a business bank account that is BACs biased so I only pay for cash deposits. I would take cheques but no one seems to use them these days! Quote Link to comment Share on other sites More sharing options...
lsp Posted July 16, 2016 Share Posted July 16, 2016 (edited) Paper for us. Parents can pay by bacs, cash, cheques or vouchers. We have no landline or Internet. Edited July 16, 2016 by lsp Quote Link to comment Share on other sites More sharing options...
pickles37 Posted July 17, 2016 Author Share Posted July 17, 2016 Thank you all - kiddywink -how do parents pay online? Quote Link to comment Share on other sites More sharing options...
GFCCCC Posted July 17, 2016 Share Posted July 17, 2016 Absolutely everything is electronic with us - I put it in place to save a lot of time and to provide controls as we are doing admin for 4 settings in one office. Parents pay by standing order, BACS or card - the card payments are taken on a touchscreen wi-fi machine which texts/emails a receipt so we don't have to have paper rolls. Registers are sent remotely to each setting and they print them out. We don't do invoices unless parents ask for them, we inform them of a monthly payment amount by when they start by email showing exactly how the amount is calculated. If their days change or they leave before the end of a year, we calculate a balancing payment. Wages are by one BACS payment and payslips by email direct from the payroll programme. All suppliers paid by BACS. All staff memos are by email, messages to parents by text and newsletters by email. Staff are informed of booked training and they request and get approval of holidays all from our staff days management software which they all have an app for. It's like a different world from 20 odd years ago when I started doing this!! Quote Link to comment Share on other sites More sharing options...
MagicStar Posted July 17, 2016 Share Posted July 17, 2016 Hi GFCCCC, We are quite similar to you. May I ask what system and app it it that you use for staff rotas? Quote Link to comment Share on other sites More sharing options...
pickles37 Posted July 17, 2016 Author Share Posted July 17, 2016 What system do you use? Quote Link to comment Share on other sites More sharing options...
starsdance Posted July 17, 2016 Share Posted July 17, 2016 Paper registers that I produce once a half term and print off weekly. Excel for showing what hours everyone has done and then typed onto invoices (showing how many hours FFE they have accessed as requested by our LA) which are then emailed to the parents. Even the ones who have a NIL invoice get one emailed. Parents have the choice whether to pay online or by cheque and I don't think I have taken a cheque this year. I must admit they are very good and if they do an extra session or lunch will tell me that they have paid online when they turn up for it. Quote Link to comment Share on other sites More sharing options...
MagicStar Posted July 18, 2016 Share Posted July 18, 2016 What system do you use? Connect Childcare (with all addons). Quote Link to comment Share on other sites More sharing options...
pickles37 Posted July 18, 2016 Author Share Posted July 18, 2016 So with connection childcare can you do rotas and staffing? Quote Link to comment Share on other sites More sharing options...
MagicStar Posted July 18, 2016 Share Posted July 18, 2016 Yes, but it's not the most intuitive system to use. It can do a hell of a lot, but you have to battle hard with it! Quote Link to comment Share on other sites More sharing options...
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