Getting Started

Setting up client book

This is important. The Childminder Accounts system will uses the details from your client book when you log incomes and send invoices.

Click ‘Add client’ and enter the required fields. Your parent's email address is key, as this will allow you to send an invoice directly by email to your parents.

You can view, edit or delete data from a client by clicking on ‘Client book’.

Add an income

Click on ‘Add income’, select a client from the drop down list for which this income relates. Enter the number of hours attended and the amount received either for the week or month dependent on how you are recording your accounts. Use the drop down box to select whether this payment is ‘due’ or ‘paid’. If the income is ‘paid’ then for obvious reasons you will not be able to generate an invoice as the money will have already been received. If the income is ‘Due’ then you can create an invoice.

The ‘Date’ field and ‘Notes’ field both appear within the detail of the invoice, if created.

You can view, edit and delete data from an income by clicking on ‘all income’.

Generate an invoice

Click on ‘add invoice’, select a client from the drop down list for whom the invoice is for. You will then see a preview invoice for that client. The ‘invoice date’ is the date the invoice has been created and the ‘due date’ automatically defaults to 7 days later. The ‘due date’ can be changed by clicking on that field and selecting a different date. Any incomes added and marked as ‘due’ will automatically appear on your invoice, however you can use the drop down selection to choose to ‘keep this income to invoice’ or ‘exclude income from invoice’. You can add an amount to be deducted from the total of the invoice that relates to payment already received via childcare vouchers or through the government ‘funded hours’ scheme. Once you are happy with the data, click preview invoice, then generate invoice.

You can save as a PDF file, view in your browser, delete the invoice and change your invoice status. You also have the option to send the invoice via email to your client and this will use the email address supplied when you added this client to your client book.

Add an expense

Click on ‘Add an expense’ and select an ‘Expense type’ from the drop down menu. For some of these categories you will be able to select from a further drop down box for a more detailed description of the expense. If you select ‘Food’, you will then be able to select a client of whom the food expense relates to. Enter the expense amount, ‘yes’ or’ no’ for receipt, the expense date and any relevant notes. Click submit data and you will receive a message at the top of the screen to say the ‘data was successfully saved’.

If you selected ‘yes’ to receipt, then click ‘add receipt’, upload the relevant photo to attach to the expense with the date, amount and details. Once added, your receipt will be listed within the receipt section at the bottom. Here you can click on ‘view receipt’ to see the photo.

You can view, edit and delete data by clicking on ‘all expenses’.

Reports

Under accounts reports, you will be able to see any accounts to date in the format of 2016/2017, 2017/2018 etc. If you click on these and view the accounts, you will see your clients listed at the top, followed by any unpaid invoices and the total. Next shows your total income to date (this includes any unpaid invoices that fall within the current tax year). Next, you will see a list of your expenses with a total figure followed by a net profit figure (income-expenses). You can therefore always keep an eye on your running net profit total.

Under detailed reports, expenses. You have the option to view all expenses, or select a date or expense type. Once you have made your selection, press view. You will then have the option to print this information or export it into Excel.

We recommend you regularly print your reports on a weekly/monthly basis.

Finally once your accounts are complete for the tax year, follow our self-assessment tax link to submit your figures to HMRC.

Generate an invoice

Click on ‘add invoice’, select a client from the drop down list for whom the invoice is for. You will then see a preview invoice for that client. The ‘invoice date’ is the date the invoice has been created and the ‘due date’ automatically defaults to 7 days later. The ‘due date’ can be changed by clicking on that field and selecting a different date. Any incomes added and marked as ‘due’ will automatically appear on your invoice, however you can use the drop down selection to choose to ‘keep this income to invoice’ or ‘exclude income from invoice’. You can add an amount to be deducted from the total of the invoice that relates to payment already received via childcare vouchers or through the government ‘funded hours’ scheme. Once you are happy with the data, click preview invoice, then generate invoice.

You can save as a PDF file, view in your browser, delete the invoice and change your invoice status. You also have the option to send the invoice via email to your client and this will use the email address supplied when you added this client to your client book.