Preschool admissions with automatic monthly invoicing

About the client

The client runs a preschool and day care centre with monthly fees for each enrolled child.

The challenge

Admission details were captured separately from billing. Every month, staff had to work out which children were active and raise invoices one by one, which took time and risked missed or duplicate invoices.

What we built

• Admissions: Each child’s admission details captured in Zoho Creator.
• Invoice per child: A Zoho Books invoice generated for each child from their admission record.
• Recurring billing: A monthly recurring invoice set up during admission, generated on the first day of every month for each active child.
• Active status: Only children marked active are billed, so leavers stop being invoiced.

Zoho apps used

• Zoho Creator: Admissions and child records
• Zoho Books: Invoices and recurring billing

What changed for the client

Billing runs itself: every active child is invoiced on the first of the month, and admissions and invoices always match.